The IMO Ballast Water Management Convention has been in force since 8 September 2017, and since 8 September 2024, every ship it covers should be meeting the D-2 treatment standard. The deadline that caught more operators out came later. On 1 February 2025, the format of the Ballast Water Record Book changed, so a book bought before that date may no longer match what an inspector expects to see. For DPAs and ship's officers, compliance now comes down to four documents kept current and one record book filled in correctly.
What Is the Ballast Water Management Convention?
The International Convention for the Control and Management of Ships' Ballast Water and Sediments, 2004 (BWM Convention) requires ships to manage ballast water so that harmful aquatic organisms and pathogens are not carried from one ecosystem to another. The convention sets two standards:
- D-1, ballast water exchange: replacing ballast in the open ocean at least 200 nautical miles from land in water at least 200 meters deep, with at least 95% volumetric exchange
- D-2, ballast water performance: discharging water that meets limits on viable organisms and indicator microbes, which in practice requires a type-approved ballast water management system (BWMS)
According to the IMO, D-1 was a transitional standard. Existing ships moved to D-2 on a schedule tied to their IOPP renewal surveys, with all covered ships required to meet D-2 by 8 September 2024.
Does Your Vessel Need a Ballast Water Management Plan?
Every ship covered by the convention that carries ballast water needs an approved, ship-specific ballast water management plan. Ships of 400 GT and above also need an International Ballast Water Management Certificate.
| Document | Who needs it | Notes |
|---|---|---|
| International Ballast Water Management Certificate | Ships of 400 GT and above | Issued after survey by the flag state or its recognized organization |
| Ballast water management plan | All ships subject to the convention | Ship-specific and approved by the flag state |
| Ballast Water Record Book | All ships subject to the convention | Paper, approved electronic, or integrated format |
| BWMS type-approval documentation | Ships using a treatment system | Commonly requested at inspection |
The plan describes the ship's ballast system, the management method used, safety procedures, sediment disposal, and the officer responsible. A change to the 2025 record book format does not, on its own, require the plan to be re-approved, according to DNV's summary of the amendments.
Ballast Water Record-Keeping Requirements
The Ballast Water Record Book (BWRB) records every ballast operation: uptake, circulation or treatment, discharge to sea or to a reception facility, exchange, accidental discharges, and exceptions. Two changes since 2025 matter for every ship.
The new record book format from 1 February 2025
IMO Resolution MEPC.369(80) amended Appendix II of the convention. From 1 February 2025, entries use new codes A to H, each with specific item numbers for different ballast operations. Record books printed to the old form no longer match the required layout, so ships should carry a book that states compliance with MEPC.369(80).
Electronic record books
Under MEPC.383(81), from 1 October 2025 an electronic BWRB must be approved against the IMO guidelines in MEPC.372(80) when it replaces the hard copy.
Retention and signatures
Record book entries must be kept on board for at least two years after the last entry, then held under company control for at least three more years. Each operation is signed by the officer in charge, and completed pages are signed by the master.
Which Ballast Water Record Book Does Your Vessel Need?
The answer starts with the flag state. Some flags publish their own record book. Others accept any book that follows Appendix II.
The Marshall Islands is a useful example. RMI Marine Notice 2-014-1, revised in April 2025, does not require a specific form and allows the BWRB in hard copy, as an approved electronic record book, or integrated into another system, provided it contains at least the information in Appendix II as amended by MEPC.369(80). The Administrator's own Marshall Islands Ballast Water Record Book (MI-406) remains available for owners who prefer the flag's version.
A practical way to choose:
- Check the flag state's current marine notice on ballast water record books.
- If the flag publishes its own book and requires it, carry that book.
- If the flag accepts any Appendix II book, choose one that states compliance with the February 2025 format.
- Confirm the format before replacing a full book mid-voyage.
Record books in the ANS range include:
| Record book | Publisher | Format note |
|---|---|---|
| Ballast Water Record Book, 7th Edition 2026 | Witherby | Current edition |
| MCA Ballast Water Record Log Book | UK Maritime and Coastguard Agency | Updated for MEPC.369(80) |
| Maritime Progress Ballast Water Record Book | Maritime Progress | Includes the requirements effective 1 February 2025 |
| Ballast Water Record Book | Formularus-Verlag | Includes BWM Convention and US requirement excerpts |
| Marshall Islands Ballast Water Record Book (MI-406) | Marshall Islands Administrator | Flag-issued form |
| Bahamas Ballast Water Record Log Book | Bahamas Maritime Authority | Flag-issued form |
Ships flagged elsewhere should confirm their administration's position before ordering.
Ballast Water Treatment System Compliance Deadlines
The phase-in is complete, but several dates still shape operations.
| Date | Milestone |
|---|---|
| 8 September 2017 | BWM Convention enters into force |
| 8 September 2024 | All covered ships required to meet the D-2 standard |
| 1 February 2025 | New Ballast Water Record Book format under MEPC.369(80) |
| 1 October 2025 | Electronic record books must be approved against MEPC.372(80) when replacing hard copy |
Ships trading to the United States face a separate regime. The US is not a party to the BWM Convention and applies its own Coast Guard ballast water rules, including Coast Guard type approval for treatment systems. The US Ballast Water Management Regulations guide from Witherby covers federal and state requirements.
Official BWM Publications and Record Books
Three references cover most of the compliance picture:
- Ballast Water Management, 16th Edition 2025 from Witherby, in two volumes: regulatory guidance and a review of BWM systems
- BWM Convention and Guidelines (BWMS Code), 2018 Edition, the IMO's own text of the convention and its guidelines
- Shipmaster's Ballast Water Management Manual, which links ballast procedures to the ship's safety management system
Shop Ballast Water Management Publications and Record Books
Ballast water compliance is now judged mostly on paper: a current certificate, an approved plan, a working treatment system, and a record book in the right format with complete entries.
Shop ballast water management publications and record books in the ANS ballast water logbooks collection, or contact ANS at +1 (954) 522-3321 or sales@amnautical.com to confirm the right record book for a flag.
Frequently Asked Questions
Is a ballast water management plan mandatory?
Yes. Every ship subject to the BWM Convention that carries ballast water must have an approved, ship-specific ballast water management plan on board.
Which ballast water record book does my vessel need?
The one the flag state requires. Some flags issue their own book, while others, such as the Marshall Islands, accept any record book containing the Appendix II information in the format in force since 1 February 2025.
What happens if ballast water records are missing during inspection?
Missing or incomplete records are a port state control deficiency and can lead to further inspection, restrictions on discharging ballast, or detention where the authority finds serious non-compliance.
When did the ballast water record book format change?
On 1 February 2025, when amendments under MEPC.369(80) introduced new codes A to H for recording ballast operations.
How long must ballast water records be kept?
At least two years on board after the last entry, then at least three more years under company control.
Does the BWM Convention apply in US waters?
The United States is not a party to the convention. Ships in US waters follow US Coast Guard ballast water rules, which require Coast Guard type-approved treatment systems.
