Shore Leave Guide for Filipino Seafarers: Contract Rights and Refusal Steps

This guide is a different piece from this morning's article: UK Designates Dozen Shadow Fleet Tankers While Washington Considers Relief — 16 October 2026.

Shore leave remains an important part of life at sea for Filipino seafarers. Families ashore often wait for updates on whether the crew member can step off the vessel in the next port. This guide explains how to review contract terms, check restrictions, and act when leave is refused. It focuses on sending clear notes to the manning agency and using official channels such as DMW, MARINA, and OWWA.

1. Reviewing the employment contract for shore leave clauses The first step is to open the signed employment contract and locate every paragraph that mentions shore leave, rest periods, or time ashore. Filipino seafarers should compare the wording against the standard POEA or DMW-approved contract template they received before joining. Write down the exact section numbers and any stated limits such as maximum hours or required approvals from the master. Families ashore can help by keeping a scanned copy of the same document and reading it together during a video call. If the contract refers to the Maritime Labour Convention without giving details, note that reference and plan to check the ILO page for the full text. Do not assume any extra rights beyond what is written; instead list every condition the contract requires the seafarer to meet before leave can be granted. This written list becomes the baseline when speaking with the manning agency later. Repeat the review after every contract renewal because wording can change. Keep the notes in one notebook or phone file so the family can quote the same lines if the agency asks for proof.

2. Understanding rights under the Maritime Labour Convention 2006 The Maritime Labour Convention sets the international baseline that many Filipino contracts follow. Open the ILO page at https://www.ilo.org/international-labour-standards/maritime-labour-convention-2006 and search for the section on seafarers’ welfare and shore leave. Print or save the relevant paragraphs so both the seafarer and the family have the same text. The convention requires flag states and shipowners to allow reasonable shore leave unless safety or security rules prevent it. Filipino crew should note any mention of port state control or company policy that could override the general right. When the contract is silent on a point, the MLC text can be used as a reference when writing to the agency. Families should ask the seafarer to photograph the relevant contract page and send it together with the MLC excerpt. This combined document helps the manning agency see that the request is grounded in both the individual contract and the international standard. Update the notes each time the convention is amended so the information stays current.

3. Checking port restrictions before the vessel arrives Before the ship reaches the next port, the seafarer should ask the master or chief officer for the current port restrictions list. Write down every item that affects crew movement such as curfews, vaccination rules, or terminal security passes. Families ashore can search the port authority website using the vessel’s next port name and compare the official rules with what the ship reports. If the two sources differ, note the difference and send both versions to the manning agency. This step prevents surprises on the day leave is requested. Keep a running list of ports visited and the restrictions applied at each one; patterns may appear that help future requests. When restrictions are tight, ask the agency whether an alternative arrangement such as escorted leave or welfare centre visits is possible. Document every answer received.

4. Preparing the note to send to the manning agency When shore leave looks unlikely, prepare a short written note that states the request, the contract reference, and the port restrictions reported. Include the date, port name, and the name of the person who refused the request. Send this note by email or the agency’s official messaging app and keep a screenshot or copy. The family ashore can help draft the note so it remains polite and factual. Attach the contract excerpt and any port restriction printout. Ask the agency to reply within a set number of hours and to forward the note to the shipowner if needed. This creates a clear record that can be shown to DMW or MARINA later if the matter is not resolved.

5. Steps to take when shore leave is refused on board If the master or officer refuses the request, ask for the reason in writing and note the time and date. Do not argue on the bridge; instead return to the cabin and immediately send the prepared note to the manning agency. The family can then contact the agency by phone to confirm the email was received. Keep a log of every conversation, including the name of the person spoken to and the answer given. If the refusal continues for several ports, compile the log and send a summary to the agency with a request for intervention. This log also helps when speaking with OWWA or MARINA welfare officers.

6. Contacting DMW, MARINA, and OWWA for assistance When the manning agency does not resolve the issue, open the MARINA website at https://marina.gov.ph and locate the seafarer welfare or complaints section. Note the exact page title and any reference numbers shown. The family ashore can visit the nearest DMW or OWWA office with copies of the contract, the refusal log, and the agency emails. Ask the office staff which form to complete and what supporting documents are required. Write down the name of the officer who accepts the complaint and the reference number given. Follow up after seven days if no update arrives. This official channel creates an additional record outside the manning agency.

7. Coordinating with the family ashore during port calls Families should maintain a shared calendar that lists expected port arrival dates and any known restrictions. When the seafarer sends the daily message, the family can cross-check the reported restrictions against public port information. If leave is refused, the family can prepare the next set of questions for the agency while the seafarer focuses on ship duties. Agree in advance on a code word that signals the need for immediate agency contact. This system keeps communication clear and reduces stress during busy port stays.

8. Keeping records for future contracts and claims After every voyage, compile all notes, emails, and official replies into one folder. Compare the outcomes across different ports and agencies. This record helps when negotiating the next contract or when reporting repeated problems to MARINA. Families can store digital copies in a shared drive and update it after each port call. The habit of detailed record-keeping turns individual refusals into useful data that supports stronger contract language in the future.

Closing checklist for the family ashore

• Keep a scanned copy of the current contract and MLC excerpts in one folder.
• Note every port arrival date and any reported restrictions.
• Draft and send the agency note within one hour of a refusal.
• Record the name of every person spoken to and the reference numbers given.
• Visit the MARINA, DMW, or OWWA office with copies if the agency does not reply.
• Update the shared record after each port call.
• Compare new contract wording against the previous one before signing.