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Frequently Asked Questions

GENERAL

What exactly does DOCSUPPORT do?

DOCSUPPORT is a dedicated maritime crew services specialist. We handle three core areas: Crew Visas (processing visas for seafarers and airline crew in complex jurisdictions like the US, China, and Schengen), Crew Documentation (managing Flag State compliance, STCW certificates, seaman’s books, medical certificates, and PSC readiness), and Crew Travel Management (engineering flight, hotel, and ground transfer itineraries using a proprietary 15-point logistics audit). We work exclusively with maritime and aviation crew — not leisure or corporate travel.

Who are your typical clients?

We serve ship owners and management companies, yacht management and charter agencies, offshore energy operators, maritime security companies (PMSCs), cruise concessionaires, manning and crewing agencies, technical service providers, and non-maritime travel agencies that need specialist crew visa support for their clients. Our clients range from single-vessel operators to multi-fleet management companies.

Where are you based and what geographies do you cover?

DOCSUPPORT is based in Athens, Greece — the operational hub of the global maritime industry, where approximately 20% of global merchant fleet tonnage is controlled. We serve clients across all time zones and currently have active clients in Spain, Italy, Chile, the UK, Greece, and beyond. Our visa processing covers 20+ countries with specialised expertise in the US, China, and Schengen area.

Do you work with individual seafarers or only companies?

We work primarily with companies — ship owners, management companies, crewing agencies, and operators — rather than individual seafarers directly. If you are an individual seafarer, we recommend approaching us through your employer or crewing agency. If you represent a company and need support for individual crew members, we handle that routinely.

CREW VISAS

What is the US C1/D Crew Visa and why is it so important?

The C1/D Visa is a non-immigrant combined transit and crew visa issued by the US for seafarers and airline crew entering US ports or transiting through the US. It is the most operationally critical visa in maritime because approximately 90% of global shipping companies now require a valid C1/D as a standard employment condition — even for vessels that never call at US ports. Over 10,600 C1/D applications were refused in FY2024 alone. Getting it right requires consulate-specific knowledge and precise documentation that generic agencies cannot provide.

How long does the C1/D Visa process take?

Processing times vary significantly by consulate location and applicant nationality, typically ranging from 2 weeks to 3 months. The US Embassy in Greece, where we operate, has specific scheduling timelines. We include expedited appointment requests for all our applications at no additional cost. We recommend beginning the process at least 60–90 days before the seafarer’s deployment date.

What is the Chinese C-Type Crew Visa?

The China Crew Visa (C Visa) is required for foreign seafarers entering China to join or leave a vessel at Chinese ports (Shanghai, Guangzhou, Dalian, Tianjin). It requires an invitation letter from a Chinese port agent’s Foreign Affairs Office and is valid for a single entry up to 90 days. Crucially, it must be secured before arrival in China. We manage the entire process including coordinating with Chinese port agents and securing the required landing permits.

Do you process visas for countries other than the US and China?

Yes. Beyond our core expertise in US C1/D, Chinese C-Type, and Schengen visas, we process crew permits and visas for Australia, Canada, South Korea, UAE, Japan, Singapore, India, Philippines, and other jurisdictions. Contact us with your specific requirements and we will advise on the process, timeline, and documentation needed.

What documents are typically needed for a visa application?

Requirements vary by jurisdiction, but core documents for most crew visas include: valid passport (6+ months remaining validity), seaman’s book / CDC, employment contract or letter from the shipping company, vessel itinerary and company letter specifying role/salary/duration, and recent passport-style photos. For US C1/D specifically, the DS-160 form must be completed with absolute accuracy. We guide applicants through every step and review all documents before submission.

CREW DOCUMENTATION

What does crew documentation management include?

Our crew documentation service covers: seaman’s books and Certificates of Competency (CoC) tracking, STCW endorsement management, flag state certificate compliance, medical certificate validity monitoring, PSC (Port State Control) readiness assessments, and proactive gap analysis that alerts you to upcoming expirations before they become problems. We manage the complete documentation lifecycle for each crew member in your roster.

What is STCW compliance and why does it matter?

STCW (Standards of Training, Certification and Watchkeeping for Seafarers) is the international convention that establishes minimum qualification standards for masters, officers, and watch personnel on seagoing merchant ships. Non-compliance can result in vessel detention, PSC deficiency notices, and employment restrictions for individual seafarers. We track each certificate’s validity and ensure all endorsements are current before crew changes.

How do you handle Port State Control (PSC) risk?

PSC inspectors have authority to detain vessels with documentation deficiencies, which can cost $10,000–$50,000 per day. Our proactive approach means we identify and resolve documentation gaps before your vessel enters port — not after the inspector boards. We maintain real-time status on all documents for every crew member and provide advance warnings on renewals typically 60–90 days ahead of expiry.

CREW TRAVEL

What is the 15-Point Logistics Audit?

The 15-Point Audit is our proprietary review applied to every crew travel itinerary. It evaluates: MCT (Minimum Connection Time) Safety Margin, Terminal Flow Analysis, Border Control Heatmaps, Marine Fare Eligibility, Transit Visa Necessity, Vessel ETA Synchronisation, Commute Traffic Modelling, Aircraft Reliability Audit, Rest-to-Duty Ratio, Ground Connection Buffer, Alternative Route Redundancy, Lounge & Rest Access, Regional Disruption Monitoring, Document Validity Window, and Hidden Surcharge Audit. This is not a checklist — it is an architecture review designed to prevent every category of crew change failure.

How is crew travel different from regular travel booking?

Standard travel booking optimises for price and convenience. Crew travel must optimise for operational certainty. Seafarers have no flexibility — a missed flight means a vessel misses its crew, which can trigger charter party breaches, demurrage costs, and cascading crew change disruptions. We build itineraries backwards from the vessel’s arrival time, not forwards from the cheapest fare. Every element is chosen for reliability within the complete operational chain.

Do you handle urgent or emergency crew changes?

Yes. Emergency crew logistics is a core part of our service. We are available 24/7/365 for urgent mobilisations. This includes sourcing last-minute flights, coordinating expedited hotel and transfer bookings, requesting emergency visa appointments, and managing real-time disruptions when seafarers are already in transit. Please contact us directly by phone for urgent situations.

How do I get started?

Use our contact form or call us directly. Describe your typical crew change volume, the routes you operate, the nationalities of your seafarers, and the most frequent problems you currently face. We will respond with a proposal for how we can support your operations. There is no minimum contract volume — we work with companies of all sizes.

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