Crew Transfer: From Airport to Ship, Everything You Need to Know

What is crew transfer

Crew transfer (crew change) is the logistics process of embarking and disembarking crew members on merchant vessels. It involves a complex chain of procedures from the seafarer's arrival at the airport to the moment they step aboard the vessel — and vice versa for disembarkation.

For shipowners and maritime agents, crew transfer is one of the most sensitive port logistics operations. A delay, a missing document, or a transport failure can mean losing the ship's operating window, generating demurrage costs, fines, and cascading losses.

The stages of the crew transfer process

1. OK-To-Board

Even before the crew member boards the origin flight, our team arranges the OK-To-Board — authorization with the airline confirming that the passenger has all necessary documents for entry into Brazil (seaman's passport, agent guarantee letter, visa if applicable). Without OK-To-Board, the airline may refuse boarding.

2. Airport reception

Our agents await the crew member in the arrivals area at Guarulhos (GRU) and Galeão (GIG) airports, with clear identification and multilingual support. We have a VIP lounge at Guarulhos airport to ensure comfort while procedures are carried out.

3. Immigration processing (Federal Police)

The immigration process for maritime crew follows specific procedures with the Federal Police:

- Presentation of seaman's passport (Seaman's Book)

- Maritime agent guarantee letter

- Shipping company declaration

- Transit visa (when applicable)

Our team personally accompanies each crew member throughout the entire process, resolving any document issues in real time.

4. ANVISA clearance

The National Health Surveillance Agency may require proof of vaccinations or health tests, depending on the crew member's origin and current health alerts. We coordinate all necessary health documentation.

5. Airport → hotel transport (when needed)

The ship is not always ready to receive the crew member upon arrival. When an overnight stay is needed, Arenna coordinates:

• Transport in own vehicles with capacity for large luggage volumes
• Accommodation at partner hotels near the airport or port
• Meals during the waiting period
• 24h support via on-call staff available by phone

6. Hotel/airport → port transport

On embarkation day, our experienced drivers take crew members to the port with full luggage logistics. We know the routes, access points, and procedures of each port terminal, eliminating delay risks.

7. Vessel boarding

At the port, we coordinate:

- Terminal access with credentials and documentation

- Luggage transport to the ship

- Accompaniment until effective boarding

- If needed, launch transport to vessels anchored at the roadstead

8. Reverse process (disembarkation)

For disembarking crew, the process reverses: ship reception → airport transport → check-in → assistance with lost or damaged luggage → accompaniment to the departure gate.

What can go wrong (and how we prevent it)

Why choose Arenna for crew transfer

• 24-hour on-call staff available by phone for emergencies
• Multiple agents near São Paulo and Rio de Janeiro airports
• Experienced drivers with vehicles suitable for large luggage volumes
• VIP lounge at Guarulhos for higher-volume crew operations
• Hotel partnerships near airports and ports
• Multi-port coverage: all ports across Brazil

Conclusion

Crew transfer is much more than simple transportation. It's caring for people who spend months at sea, ensuring that every stage of their journey on land is safe, efficient, and humanized. At Arenna, we treat every seafarer with the respect and attention they deserve.

Contact us and request crew transfer services for your next crew change.