Essential Procedures for Bunkering Operations: A Step-by-Step Safety and Compliance Guide

Executing a safe bunkering operation requires strict adherence to international maritime safety standards, port health regulations, and environmental protocols. Coordinating a seamless bunker transfer involves detailed pre-arrival checklists, hose connection verifications, and continuous pressure monitoring between vessel and barge. Implementing standardized fuel safety procedures minimizes operational risks, prevents accidental oil spills, and protects vessel integrity throughout the fueling process.

Bunkering at a Glance

Stage	What happens
Before	Plan the order, check the supplier and fuel, hold the pre-transfer conference
During	Start slowly, sound the tanks, monitor rate and temperature, draw the MARPOL sample
After	Final soundings, sign the BDN, seal the samples, update the records

Step 1: Plan the Bunkering

Confirm these before ordering:

• the grade, quantity, and sulphur content for the coming voyage, including any emission control area (ECA) on the route;
• the tanks to be filled and the space available;
• the delivery method: barge alongside, shore terminal, or tank truck; and
• the ETA and berth or anchorage plan, so the delivery matches the schedule.

Write a simple bunkering plan with the tank order, the transfer rate, and the emergency stop procedure. Bunkering at anchorage counts as a ship-to-ship transfer, so follow the OCIMF ship-to-ship guide for those operations.

Step 2: Check the Supplier and the Fuel

Before confirming the order:

• check that the supplier holds a valid licence for the port or area;
• agree the fuel specification, referring to ISO 8217 where applicable;
• agree how the quality certificate and the BDN will be provided; and
• agree who takes and seals the samples.

In Batam, suppliers need a valid business licence for fuel supply, and Free Trade Zone rules under BP Batam affect some customs and reporting steps. Your ship agent can confirm what applies.

Step 3: Hold the Pre-Transfer Conference

The vessel and the supplier’s team agree how the operation will run. The ISGOTT bunkering checklists cover each stage. Confirm:

• the grades, quantities, and tanks to be loaded;
• the maximum transfer rate and line pressure;
• communication methods, stop signals, and who can stop the transfer;
• spill response arrangements;
• that the safety data sheet has been exchanged; and
• that hoses, connections, fenders, and electrical insulation are in good condition.

On board, plug the scuppers, keep spill and firefighting equipment ready, and post a watch at the manifold and at tank level monitoring. Establishing clear communication and safety protocols during the pre-transfer conference is fundamental to preventing costly operational downtime and spill hazards. To better understand how contractual terms, ISO 8217 fuel specifications, and rigorous due diligence protect vessel managers before fuel transfer begins, review our complementary guide on essential procedures for bunkering operations on vessels.

Step 4: Start and Monitor the Transfer

Start at a low rate and confirm the fuel is going into the intended tank. Sound the receiving tank and the tanks that should not be filling, then raise the rate to the agreed level.

During the transfer:

• fill one tank at a time where possible;
• sound the tanks regularly, and more often as they near capacity;
• monitor the fuel temperature, because it affects the quantity delivered;
• check the hose, connections, and surrounding water for leaks;
• draw the MARPOL sample continuously at the inlet manifold; and
• stay in constant contact with the supplier, and stop if anything looks wrong.

Reduce the rate before topping off each tank, and agree the final stop sequence with the supplier.

Step 5: Finish and Document

1. Take final soundings and calculate the quantity received, allowing for trim, heel, and temperature.
2. Clear the line as agreed, disconnect the hose, and close the manifold.
3. Check the tank vents and secure the sounding pipe caps.
4. Review and sign the BDN. Record any quantity dispute in a note of protest.
5. Seal the samples and record the seal numbers.
6. Update the oil record book and fuel records.

Where possible, keep the new fuel segregated until you have reviewed the laboratory results.

2026 MARPOL Annex VI Compliance Steps

Item	Requirement
Sulphur limit outside an ECA	0.50%
Sulphur limit inside an ECA	0.10%
MARPOL sample	Keep until the fuel is substantially consumed, and at least 12 months from delivery
BDN	Keep on board at least 36 months from delivery
BDN content	Appendix V information, the supplier’s signed declaration, and flash point information (since 1 May 2024)

For each delivery:

1. Check the route. The Mediterranean ECA for sulphur oxides took effect on 1 May 2025. The Canadian Arctic and Norwegian Sea ECAs entered into force on 1 March 2026, with some requirements phased in later. Indonesian waters are not an ECA, but a vessel bunkering here may be heading toward one.
2. Use compliant fuel before entering an ECA. Switch back to higher sulphur fuel only after leaving it.
3. Check the BDN against the table above before signing.
4. Draw, seal, and keep the MARPOL sample. Record the seal number on the BDN.
5. Report problems. If the fuel is non-compliant, or there is a problem with the sample or BDN, inform the flag state.
6. Check data collection duties. Existing ships of 5,000 GT and above that did not start enhanced fuel consumption data collection in January 2025 must start from 1 January 2026.

Scrubber-fitted ships can meet the sulphur limits that way, but still need correct bunker documentation. The IMO Net-Zero Framework was not adopted in October 2025, so check IMO updates before planning around it. Rules change, so confirm current requirements with your flag state, class society, or ship agent.

Digital Monitoring in Bunkering

Tool	What it does	Where it is used
Mass flow meter (MFM)	Measures the mass of fuel transferred, with density and temperature	Compulsory in Singapore since 1 January 2017
Electronic BDN (e-BDN)	Replaces the paper BDN with a digital record and sign-off	Singapore digital bunkering began 1 November 2023
Monitoring platform	Shows live flow rate, density, and temperature	Offered by technology providers

Use of MFMs and e-BDNs varies between Indonesian suppliers, so ask in your enquiry. Digital tools do not replace crew checks. Meters can be misused, so keep sounding tanks and recording your own readings.

Bunkering Support With Balancia

Balancia Ship Agency coordinates bunkering for vessels calling Batam and other Indonesian ports: supplier coordination, scheduling around the ETA, local approvals, and documentation after delivery. The vessel’s crew remains responsible for safe operation on board, and the supplier for the delivery.

People Also Ask

References

• Britannia P&I. (2026). Commercial shipping regulations and standards. https://britanniapandi.com/2024/10/regulations-and-standards/
• ICS/OCIMF. (2020). ISGOTT Sixth Edition: Bunkering checklists. https://www.ics-shipping.org/publications/resources/ISGOTT 6_Bunkering Checklists updated_interactive.pdf
• Skuld. (n.d.). Best practice for storing bunker samples. https://skuld.com/topics/ship/bunkers/best-practice-for-storing-bunker-samples