Coming Soon to Tradian – Vessel Declaration

Tradian is the Maldives’ National Single Window system, designed to simplify and modernise how trade is conducted across the country. 

It is one of the components of His Excellency President Dr. Mohammed Muizzu’s nationwide digitalisation strategy, Maldives 2.0.

By bringing together multiple government agencies, traders, and service providers into a single connected system, Tradian ensures that the trade process can be faster, more transparent, and more efficient.

As part of its continuous expansion, the Tradian team is hard at work with the Cross Border Regulatory Authorities (CBRAs) of the Maldives to introduce new services onto the platform that will further facilitate and streamline international trade. 

Among the upcoming additions is Vessel Declaration, a key service that will digitalise the process of declaring foreign-going vessels entering or departing Maldivian waters. 

This service is an essential step toward safer, smarter, and more coordinated maritime operations.

In this article, we will be taking a closer look at the service, why it matters, who it’s for, and more.

What is Vessel Declaration?

When a foreign-going vessel enters or leaves Maldivian waters, it must undergo a Vessel Declaration process. 

This service ensures that authorities are fully informed about who and what is entering or departing the country’s ports.

The declaration includes essential details such as:

• Dangerous goods or hydrocarbons on board

• Security and health declarations

• Sanitation questions, including the presence of rats or recent illnesses

• Crew and passenger lists

• Crew effects and ship stores

The process also covers key health and safety aspects, including whether anyone on board has shown symptoms of diseases monitored by the World Health Organization (WHO) within the past seven days.

Why Does It Matter?

The Vessel Declaration service is a crucial checkpoint in ensuring national safety, public health, and environmental protection.

It allows the Maldivian government to know who is arriving and what is being brought into or taken out of the country, helping prevent the entry of hazardous goods or potential health risks.

Beyond compliance, it also requires efficient coordination between government agencies and port operators, ensuring vessels can be processed quickly and safely while maintaining strict oversight.

Who Is It For?

This service is primarily designed for shipping agents, who are responsible for managing the administrative and logistical requirements of vessels entering or leaving the Maldives.

Through the upcoming Tradian platform, shipping agents will be able to complete the entire declaration digitally, vastly reducing delays and eliminating the need for physical paperwork.

What Documents do you Need?

As part of the Vessel Declaration process, shipping agents are required to upload specific supporting documents, which may vary for arrivals and departures. 

These include:

• Last 10 Ports / Voyage Memo – A record of the vessel’s recent port calls.

• Last Port Clearance – Proof that the vessel has been cleared by the previous port authority.

• Ship Sanitation Control Exemption Certificate – Confirms compliance with international health regulations.

• Medicine Chest Certificate or Medicine List Copy – A record of on-board medical supplies.

• Ship Particular – Detailed specifications and identification of the vessel.

• Bond Store List – Inventory of duty-free stores kept on board.

• ISSC (ISPS Certificate) – International Ship Security Certificate under the International Ship and Port Facility Security Code.

• Garbage Management Plan / Oil Record Book – Documentation of waste and oil management procedures.

• NIL List – A declaration indicating no prohibited or undeclared items are on board.

• Ship Security Plan Summary – An outline of the vessel’s security measures.

• Certificate of Pratique – Confirms the vessel is free from contagious diseases and permitted to enter port.

• Physical Inspection Certificate – Proof of inspection by authorised personnel.

The Authorities Involved

Vessel Declaration involves several CBRAs, each responsible for reviewing and approving specific aspects of the process.

Some Examples Include:

• Maldives Customs Service (MCS): Final approval authority and can place a hold on a vessel if necessary.

• Maldives Ports Limited (MPL): Oversees port operations and logistical coordination.

• Maldives National Defence Force (MNDF): Reviews and approves the security declaration.

• Port Health: Verifies the health declaration and sanitary conditions on board.

• Immigration: Reviews crew and passenger information.

• Ministry of Transport and Civil Aviation (MOTCA): Holds regulatory authority and can impose holds when required.

The Current Process

At present, the Vessel Declaration process is entirely manual.

Shipping agents submit information via email, and upon a vessel’s arrival, agencies physically inspect and stamp documents to approve entry.

Typically, MNDF is the first to board the vessel to confirm that the declaration matches the actual conditions. Once verified, they issue a stamped security declaration. Other agencies then proceed to review their respective areas such as health, immigration, customs, and so forth.

Each authority physically stamps the documents, resulting in:

• One copy retained by the vessel captain

• One copy filed with the relevant CBRAs

Once all stamps are in place, the vessel is officially approved to enter.

For departures, vessels must apply for a declaration before leaving. This includes updates on cargo, crew, and passengers, as changes can occur between arrival and departure.

Moving Towards a Digital Future

Tradian and its work digitising international trade in the Maldives is part of His Excellency President Dr. Mohammed Muizzu’s nationwide digitalisation strategy, Maldives 2.0.

One of the project’s major goals is making the Maldives fully compliant with the Facilitation and Logistics Convention (FAL Convention) of the International Maritime Organisation (IMO).

The FAL Convention calls for trade to be made paperless and digital, removing many of the existing barriers to trade around the world. Tradian is the Maldives’ effort to become compliant with the convention.

As Tradian grows, we will see more services relating to trade digitalised and brought onto the platform. Soon, this entire process will be integrated into Tradian. 

Shipping Agents will be able to apply through the platform, eliminating the need for emails, keeping track of multiple document submissions, and other inconveniences.

Through Tradian, all participating agencies will be able to review, approve, and track vessel declarations electronically, creating a seamless and transparent workflow.

With the integration of this service, the Maldives will become fully compliant with the Facilitation and Logistics Convention (FAL Convention) of the International Maritime Organisation.

This digital transformation will not only reduce paperwork but also enhance coordination, speed up approvals, and ensure stronger oversight of the vessels entering and leaving Maldivian waters.