PDF tools for harbour masters

2 min read·13 August 2026

Harbour masters process arrival notifications, port permits, cargo manifests, and navigational orders. Efficient PDF workflows shorten administrative turnaround and improve port security.

Bundling arrival notifications and FAL forms

IMO FAL forms (General Declaration, Cargo Declaration, Crew List) are submitted separately for each arriving vessel. Merge all forms into one arrival dossier per ship and add the FAL timestamp as the first page for quick verification by customs and health authorities.

Processing port permits digitally

Permit applications for special transport, dangerous goods, or oversized cargo contain route maps, cargo certificates, and ship drawings. Compress the PDF to the maximum file size of the port information system and secure it in a readable but non-editable format before authorities digitally approve it.

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Exporting port charts and vessel schedules

The daily vessel schedule — with berth allocation, arrival and departure times — is published as PDF for logistics service providers. Add page numbers and a header with the publication date so outdated versions are immediately recognisable.

Merging incident reports

Following a port incident (collision, fire, bunker spill), vessel inspectors, safety officers, and coast guard each submit their own report. Merge all sub-reports in chronological order into one integrated incident dossier for the maritime authority.

QR codes on berth identification documents

Print QR codes on berth identification documents linking to the digital port manual and current safety instructions. This speeds up ship crew access to local emergency procedures without carrying paper instruction packs.