Ballast Water Record Book: Printable PDF, IMO Requirements and Calibration

What does IMO require in a ballast water record book?

Regulation B-2 of the Ballast Water Management Convention requires an onboard record book containing at least the information specified in Appendix II. Resolution MEPC.369(80) replaced that form with effect from 1 February 2025. The revised form is the basis of this printable pack; it is not enough to continue using an older checklist that omits the new operation categories or required particulars.

The cover particulars are the ship’s name; IMO number, distinctive numbers or letters; gross tonnage; flag; total ballast water capacity in cubic metres; International Ballast Water Management Certificate number; and the period covered. A diagram identifying the ballast tanks, corresponding to the approved Ballast Water Management Plan, must be an integral part of the book. This includes any multi-use tank, space or compartment designed to carry ballast water.

Each operation must be fully recorded without delay. The officer in charge signs each entry, and the master signs each completed paper page. Entries are in the ship’s working language; if that language is not English, French or Spanish, a translation into one of those languages is required. Entries remain aboard for a minimum of two years after the last entry, and then under company control for at least three further years. The book must be readily available for inspection.

Which operations belong under codes A–H?

A covers uptake from the aquatic environment and B covers discharge into it. Both require start and completion information, locations, minimum water depth during the operation, tank identities, estimated transferred volume and final quantity retained, whether the operation followed the approved plan, and the treatment method. Recording only a date, total volume and the word “treated” leaves required information missing.

C distinguishes ballast water exchange from treatment through internal circulation or treatment in tank. For exchange, record the start and finish positions, minimum distance from land and water depth or designated exchange area, plan conformity, exchange method, tanks, quantities and incoming treatment method. Internal or in-tank treatment has its own start/finish, tank, quantity and treatment-method items. The PDF identifies these as C section 1 and C section 2 so they are not confused.

D covers uptake or discharge from or to a port-based or reception facility. E covers accidental ingress/discharge and other exceptional uptake or discharge. F records BWMS failures and inoperabilities, including relevant malfunctions, shutdowns and critical alarms—not routine information or warnings. G covers tank cleaning/flushing and sediment removal/disposal. H covers additional operational procedures and general remarks. Pages 4–6 give the complete paraphrased numbered prompts; an exceptional code does not itself authorise a discharge or contingency.

Should the first page say “last calibrated”?

Yes, it can be useful as supporting operational information, but it must be labelled correctly. A last-calibrated field is not a prescribed cover particular in the revised IMO Appendix II. The PDF therefore places the mandatory vessel particulars first, then a separate optional instrument-level summary with last calibration, next due date and certificate reference. Page 7 provides a fuller register.

A BWMS can have TRO, pH, conductivity, temperature, flow, pressure, turbidity or UV monitoring equipment depending on its design. Their calibration or verification needs are not interchangeable. Record the instrument/tag and serial number, actual calibration date, certificate or report reference, next due date and interval basis, provider, result and supporting evidence. Do not invent one “whole-system calibration date” when instruments have different schedules.

Use the installed system’s approved documentation, OEM instructions and applicable jurisdiction requirements to set intervals. Keep calibration distinct from a functional check, a reagent replacement or a controller reset. Where a method is a verification rather than a calibration, describe it honestly in the supporting maintenance record. This summary helps the crew locate evidence; it does not replace certificates or a vessel’s planned-maintenance system.

How do IMO D-2, US VGP and VIDA differ?

IMO D-2 is a biological ballast-water discharge standard covering organism concentrations and specified indicator microbes. A correctly calibrated instrument can improve the reliability of a process measurement, but a TRO reading, service report, calibration certificate or type-approval certificate does not by itself demonstrate that a particular discharge met D-2. Keep equipment readiness, approved operation, sampling evidence and regulatory acceptance separate.

Where the 2013 US Vessel General Permit applies, Part 2.2.3.5.1.1.3 requires applicable sensors and other equipment to be calibrated at least annually. It also requires calibration no less frequently than the relevant sensor/equipment or BWTS manufacturer recommends, and when warranted by drift. Annual is therefore a minimum, not a universal permission to wait twelve months. The permit states that ballast water must not be discharged while absent or inoperable sensors significantly compromise BWTS performance.

VIDA is the US statutory transition framework, not another name for IMO D-2. EPA published its national standards in 2024. EPA’s current guidance states that the interim VGP and existing USCG requirements continue until the USCG VIDA implementing regulations are final, effective and enforceable. Check the rules in force for the actual voyage, including applicable state/local requirements; do not infer that publication of EPA standards alone ended VGP duties. This IMO-format paper pack does not replace separate USCG reporting, VGP monitoring/reporting or other US records.

How should this printable PDF be prepared and used?

Print the 16-page pack on A4 paper at 100% scale, preferably single-sided for handwriting. Page 1 contains vessel particulars and the optional calibration summary; page 2 explains use; page 3 is reserved for the actual tank diagram; pages 4–6 contain code prompts; page 7 is the supporting calibration register; pages 8–15 are ruled operation sheets; page 16 contains references and a readiness checklist.

The diagram page must be completed with the actual vessel arrangement or incorporate controlled drawing sheets into the book. A blank rectangle, or only a reference to a drawing stored elsewhere, is not the required integral diagram. Check that tank names match the approved plan and include multi-use spaces. Complete the book period and certificate number, agree a consistent time convention, and make the responsible officers familiar with every applicable item.

Before operational use, the master/company should confirm the template’s suitability against flag/Administration instructions and any prescribed national form. Bind or otherwise control the pages as required. If additional log sheets or diagram sheets are added, establish a continuous controlled page sequence rather than inserting indistinguishable copies into a used book. Use enough rows for the full entry, cross-reference continuations, preserve original entries when correcting mistakes, and identify late entries rather than backfilling them to appear contemporaneous.

Is this an approved book or an electronic record system?

No approval is claimed. This is an independent paper template based on the revised IMO form, with optional supporting pages. It is not issued by IMO, endorsed by a flag State, or a certificate that the vessel, equipment or discharge complies. The approved vessel plan and applicable authority instructions remain the controlling documents. Sea Clean is not an accredited laboratory, certifier, flag Administration or approving authority.

From 1 October 2025, the BWM Convention amendments in MEPC.383(81) explicitly require electronic record books to be approved by the Administration, taking account of IMO guidelines. For electronic entry groups, the master verifies them in a timely manner. A downloaded PDF, a spreadsheet or a scan is not, simply because it is electronic, an approved electronic record book. This download is designed for printing and paper signatures.

Sea Clean AS provides the pack in collaboration with obhb.no. For a vessel-specific technical discussion, send the installed BWMS make/model, relevant approved documents, instrument details and the requested support scope to Sea Clean. Keep operational logs, alarm evidence, calibration reports, biological test reports and authority correspondence linked but distinct, so an inspection can follow the actual operation without confusing a maintenance record with regulatory approval.

Frequently asked questions

Can this free PDF be used as our ship’s statutory ballast water record book?

It is designed around the revised IMO information requirements, but no flag approval is claimed. Before using it as the vessel’s operational book, confirm the format with flag/Administration and company instructions, complete vessel particulars, incorporate the actual tank diagram and control the printed pages.

Is last calibration mandatory on the first page?

No. The revised IMO Appendix II cover particulars do not include a last-calibrated field. The PDF includes an optional instrument-level summary and register to help locate supporting maintenance evidence; applicable calibration duties still depend on OEM documentation and jurisdiction.

Does annual VGP calibration prove IMO D-2 compliance?

No. VGP calibration supports reliable equipment monitoring, while IMO D-2 concerns biological discharge limits. Annual is also only a minimum where the VGP provision applies: manufacturer recommendations and drift may require more frequent calibration.

Can I fill in the PDF electronically instead of signing a paper book?

A PDF alone is not an approved electronic record book. Since 1 October 2025 electronic BWM record books require Administration approval under the Convention. This pack is intended for printing and paper entries/signatures; use a properly approved electronic system if following the electronic route.

Sources

• IMO — MEPC.369(80), revised Ballast Water Record Book form — In force 1 February 2025; vessel particulars and A–H entries.
• IMO — BWM Convention and Guidelines — Convention framework, implementation guidance and approved-plan context.
• IMO — September 2025 supplement / MEPC.383(81) — Electronic record-book approval and revised B-2 signatures/verification.
• US EPA — Final 2013 Vessel General Permit — Part 2.2.3.5.1.1.3: calibration; monitoring and reporting are separate duties.
• US EPA — Commercial Vessel Discharge Standards FAQs — VGP interim requirements and VIDA transition; checked 5 October 2026.
• OBHB — PDF collaboration — Collaboration branding; not a regulatory approval.

Related articles

• Ballast Water Record Book Corrections: How to Fix an Entry Without Backfilling
• BWTS Record Book Entries After an Alarm, Repair or Failed Operation
• BWMS Hard-Copy Records and Onboard Document Control
• BWTS Calibration Calendar and Instrument Register
• What Water Depth Should a Ballast Record Book Entry Show?
• What Is a Ballast Water Treatment System? Explained

Request spares, calibration or ballast-water testing

Include BWMS brand/model, vessel/IMO number, port/terminal, date/ETA and scope or part numbers. These links prepare an email draft; you must send it yourself.

• Request a parts quote — Sensors, TRO reagents, calibration kits and replacement parts. Confirm compatibility, availability and delivery for your installed system.
• Request a calibration booking — Plan instrument-specific calibration and service evidence. OEM instructions, drift or applicable rules may require work sooner than annually.
• Request testing coordination — Arrange sampling and testing with an appropriately qualified party for your IMO D-2, commissioning or other stated purpose.

Authorised Headway agent. Other-brand enquiries are independently reviewed; no OEM authorisation is claimed. Sea Clean is not an accredited laboratory or approving authority. Calibration does not demonstrate biological D-2 compliance. Attendance, testing scope and parts delivery are confirmed per enquiry.