Crew travel rarely goes perfectly. A delayed flight, a missed connection or a cancelled transfer can put your joining date at risk. Knowing exactly what to do when your flight is delayed on the way to join a ship keeps the situation under control and protects your contract.

Step 1: Contact Your Agent or Crewing Office Immediately

As soon as you know about a delay, tell the port agent or your crewing office. Give your flight details, the expected new arrival time and where you are. Ships plan crew changes around port schedules, and early notice gives them time to rebook flights, hotels or transfers, or to arrange joining at the next port.

Step 2: Follow Company Travel Instructions

Most companies use a travel agency for crew travel. Do not rebook flights yourself unless instructed. Keep the travel agency’s 24-hour contact number with you, together with your booking references.

Step 3: Keep Your Documents Together

Unplanned overnight stops can mean extra immigration checks. Keep these in your hand luggage:

• Passport and visas.
• Seaman Book.
• Joining letter or letter of guarantee from the company or agent.
• Original certificates and medical certificate.
• Agent’s name, address and phone number.

Step 4: Stay Reachable

Your agent may need to contact you with new instructions at any time. Airport Wi-Fi can be unreliable, and roaming can be expensive. Installing a crew eSIM before travelling, such as a Global, Europe or US plan, gives you mobile data on arrival while keeping your usual WhatsApp number.

Step 5: Keep Receipts

If you have to pay for meals, transport or accommodation, keep receipts and ask your company about reimbursement. Airlines may also provide care during long delays, depending on the route and applicable passenger rules.

How to Reduce the Risk of Travel Problems

• Check transit visa rules for every country on your route.
• Arrive at the airport early, especially for international flights.
• Keep a printed copy of your itinerary and joining letter in case your phone dies.
• Charge your phone and carry a power bank.
• Make sure your certificates and documents are complete before you travel. See our guide to documents seafarers need before joining.

Example: A Missed Connection in Transit

A cook flying to join a ship in Rotterdam misses his connection after a delay. He calls the travel agency’s emergency line and messages the port agent with the new arrival time, using his eSIM data. The agency rebooks him on the next flight and the agent rearranges his transfer. Because he reported the problem early, the ship’s crew change goes ahead with only a small delay.

Frequently Asked Questions

Who pays if I miss my flight because of a delay?
When crew travel is arranged by the company, delays outside your control are usually handled by the company and its travel agent. Follow your company’s travel policy.

What if the ship leaves before I arrive?
The agent and company will usually arrange for you to join at the next port. Stay in contact and follow instructions.

Do I need a visa for transit?
Some countries require transit visas, even for short connections. Check before you travel.

Stay Calm, Stay Connected

Travel delays are part of seafaring life. Contact your agent early, keep your documents together and stay reachable. Prepare before your next crew change with a Marine Pro Academy crew eSIM and up-to-date STCW certificates.