Operational Guide · Registers & Logbooks

# Ballast Water Management

Managing ballast water under the D-2 standard and the new record book format in force since 2025.

ballast water BWM Convention D-2 BWRB

## Operational Explanation

Ballast water management prevents the transfer of invasive aquatic species between different ecosystems. Ships must treat ballast water through a Ballast Water Management System (BWMS) compliant with the D-2 standard, or — where still transitionally permitted — carry out an exchange on the high seas under the D-1 standard.

Regulatory update: since 1 February 2025 the new Ballast Water Record Book (BWRB) format has been in force, with standardised operation codes A to H (Resolution MEPC.369(80)), similar in style to the Oil Record Book. Since 1 October 2025, an electronic record book must be specifically approved by the Flag Administration.

MEPC 84 update (April 2026): the Committee approved draft amendments to the BWM Convention aimed at strengthening its implementation without introducing new regulatory concepts: clarifications on the application of contingency measures, more explicit requirements on the content and approval of Ballast Water Management Plans (BWMP), clearer expectations on crew familiarisation and system maintenance/record-keeping, and refined survey and certification provisions, including greater clarity on the transition from prototype (D-4) systems to full D-2 compliance. The Committee also adopted the 2026 Guidelines (G4) for ballast water management and the development of BWMPs, aligned with the new requirements. The IMO Secretariat will prepare the revised consolidated Annex to the Convention, with formal adoption expected at MEPC 85 (October 2026); the transitional non-penalisation approach will end when the amendments enter into force, expected in 2028.

## Regulatory Reference

Ballast Water Management Convention, Appendix II (BWRB format updated by Resolution MEPC.369(80), in force since 1 February 2025). Guidance in BWM.2/Circ.80. Draft amendments to the Convention approved at MEPC 84 (April 2026), revised consolidated Annex expected for adoption at MEPC 85 (October 2026), entry into force expected in 2028; 2026 Guidelines (G4) already adopted.

## Scope of Application

All ships subject to the BWM Convention that carry out ballasting/deballasting operations in international waters.

## Procedure / How to Complete It

1. Identify the operation code (A-H) corresponding to the ballast operation to be recorded, under the new 2025 format.
2. Record date, position, volume and method (D-2 compliant BWMS treatment, or D-1 exchange if still applicable).
3. Check zone compliance: some coastal or port areas impose additional restrictions.
4. Keep the records on board for 2 years and under the company's control for a further 3 years.
5. If using an electronic record book, verify it has been approved by the Flag Administration (mandatory since 1 October 2025).
6. Monitor the evolution of the BWM Convention amendments approved at MEPC 84, in particular on BWMPs, crew familiarisation and the transition from prototype D-4 systems to full D-2 compliance.

## Practical Example

Example entry in the new format: "01.08.2026, Code D (ballasting), Item D2, 850 m³, position 38°10'N 015°30'E, BWMS treatment active, verification sample taken."

## Real Cases

After the new BWRB format was introduced in February 2025, several ships still presented the old format or mixed entries at inspection, generating avoidable deficiencies with a simple procedural update.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Use of the old BWRB format after 1 February 2025 | PSC deficiency for non-compliance with the new standard | Update forms and crew training before the applicability date
Electronic record book not approved by the Flag | Non-compliance from 1 October 2025 | Request specific approval in advance
D-1 exchange recorded in a zone where only D-2 is required | Violation of the applicable standard | Check coastal/regional requirements before the operation

## PSC Observations

Since 2025, PSCOs check in particular the adoption of the new BWRB format and, for electronic record books, the existence of specific Flag Administration approval.

## Operational Tips

- Update onboard forms to the new BWRB format before every inspection.
- Check the approval status of your BWMS and the related IBWM Certificate documentation.
- Train the crew on the new A-H operation codes.

## Checklist

- BWRB in the new 2025 format
- Valid IBWM Certificate on board
- Electronic record book approved by the Flag (if in use)
- Crew training on the A-H codes up to date
- Developments in the BWM Convention amendments (MEPC 84/85) and the new 2026 Guidelines (G4) monitored

## FAQ

Since when is the new BWRB format mandatory?
Since 1 February 2025, under Resolution MEPC.369(80).
Does an electronic BWRB require specific approval?
Yes, since 1 October 2025 ship-specific approval by the Flag Administration or a recognised organisation is required.
What changes with the BWM Convention amendments approved at MEPC 84?
They strengthen implementation of the Convention without introducing new concepts: clarifying the application of contingency measures, BWMP requirements, crew familiarisation, system maintenance/record-keeping, and the transition from prototype D-4 systems to full D-2 compliance. The revised consolidated Annex is expected for adoption at MEPC 85 (October 2026), with entry into force expected in 2028.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Oil Record Book Regulatory Updates (IT)Ballast Water Management Convention In Depth

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