Mandatory Full Migration to Electronic Certificates and Compulsory Disposal of Hardcopy Documents Hardcopy Documents
Circular #33
Date: March 16, 2025
From: Office of the Maritime Administrator, Vanuatu International Shipping Registry
To: All Shipowners, Masters, Managers, Special Agents, Recognized Organizations and Relevant Stakeholders
1. Introduction
Following the implementation of electronic statutory certificates and QR code validation as established in Circular #26, the Administration of the Vanuatu International Shipping Registry (VISR) hereby initiates the final phase of full fleet-wide digital integration. This measure is designed to ensure a uniform, secure, and verifiable documentation standard across all Vanuatu-flagged vessels.
2. Mandatory Deadline for Full Electronic Transition
The Administration hereby mandates that all Vanuatu-flagged vessels must complete the transition from hardcopy to electronic certification by August 31, 2026.
• Invalidity of Hardcopy Documents: Effective September 1, 2026, any statutory certificate issued by this Administration in hardcopy format shall be considered null and void.
• This requirement supersedes the previous provision in Circular #26 which allowed hardcopy certificates to remain valid until their indicated expiry date.
3. Application for Reissuance
To maintain compliance, shipowners and managers must ensure that all current hardcopy certificates are replaced with electronic versions before the deadline.
• Applications for reissuance must be submitted to the Administration at info@register-vu.com.
• All reissued certificates will incorporate the mandatory QR Code as an integral verification feature to ensure authenticity.
4. Mandatory Disposal and Evidence of DestructionTo eliminate the risk of dual-documentation and fraudulent use, the following procedures are mandatory:
• Disposal: Upon receipt of the new electronic certificates, all superseded or expired hardcopy documents must be immediately removed from the vessel's files and disposed of permanently.
• Proof of Disposal: The Administration requires confirmation of this action. Masters or Ship Managers must provide evidence of disposal (e.g., a written confirmation or photographic evidence of destruction) to the Administration via ema
5. Port State Control (PSC) and On-Board Documentation
To facilitate smooth inspections and prevent operational delays, the Administration advises the following:
• A copy of this Circular should be maintained on board, either in digital or printed format, to be presented to Port State Control officers if required.
• Electronic certificates are valid documents of the Administration and may be verified at any time by scanning the displayed QR Code.
6. Exceptional Circumstances
The issuance of hardcopy certificates after the August 31, 2026 deadline shall be strictly limited to exceptional circumstances. Any such issuance remains at the sole discretion of the Maritime Administrator and will be subject to rigorous verification requirements.
7. Compliance
All relevant parties are required to take immediate measures to align their documentation practices with this Circular. Full cooperation is expected to maintain the integrity and international credibility of the Vanuatu flag.
For the Maritime Administrator of the Republic of Vanuatu
Saade Makhlouf
Maritime Administrator of the Republic of Vanuatu