Oil record books are used to log operations related to the storage, transfer, discharge and disposal of oil and oil residues.

From 24 February 2025, you have the option to record oil-relevant operations in electronic oil record books instead of hard copy books. Learn more about using electronic oil record books.

Vessels required to carry oil record books

Oil record book part I must be carried by:

• oil tankers of 150 gross tonnage or above
• all ships of 400 gross tonnage or above.

Oil tankers must also carry oil record book part II.

Each entry in an oil record book must include:

• the date
• operational code and item number
• details of the operation
• signature of the officer in charge. 

The master of the ship must also sign each complete page.

Oil record book part I

Oil record book part I is used to record a specific list of machinery space operations relevant to the use of oil.  

What to record

Operations to be recorded include:

• ballasting or cleaning of oil fuel tanks
• discharge of dirty ballast or cleaning water from oil fuel tanks
• collection, transfer and disposal of oil residues (sludge) 
• non-automatic discharge overboard or disposal otherwise of bilge water which has accumulated in machinery spaces  
• automatic discharge overboard or disposal otherwise of bilge water which has accumulated in machinery spaces  
• condition of oil filtering equipment  
• accidental or other exceptional discharge of oil  
• bunkering of fuel or bulk lubricating oil  
• additional operational procedures and general remarks  
• tankers with slop tanks, and  
• general guidance – additional voluntary recordings.  

Oil record book part II

Oil record book part II is used by oil tankers to record relevant cargo/ballast operations.

What to record

Operations to record include:

• loading of oil cargo
• internal transfer of oil cargo during voyage
• unloading of oil cargo
• crude oil washing
• ballasting of cargo tanks
• ballasting of dedicated clean ballast tanks
• cleaning of cargo tanks
• discharge of dirty ballast
• discharge of slop tanks
• collection, transfer and disposal of residues and oily mixtures not otherwise dealt with
• discharge of clean ballast contained in cargo tanks
• discharge of ballast from dedicated clean ballast tanks
• condition of oil discharge monitoring and control system
• accidental or other exceptional discharges of oil.

For tankers engaged in specific trades, operations to record also include:

• loading of ballast water
• re-allocation of ballast water within the ship
• ballast water discharge to reception facility.

Where to keep oil record books

Oil record books must be available for inspection at any time. They must be kept on board the ship at all times, unless the ship is unmanned under tow. 

How long to retain oil record books

Oil record books must be retained for 3 years after the last entry.

Get oil record books

Hard copy books

Download free printable oil record books or order print copies for purchase. Oil record books also contain guidance on what you must record.

Electronic books

Contact a recognised organisation (RO) for approval to use an electronic oil record book instead of a hard copy.

For more information see section 9 of Marine Order 91 (Marine pollution prevention – oil) 2025 and MEPC.312(74).

Relevant regulations

Oil record book requirements are in line with Annex I of the International Convention for the Prevention of Pollution from Ships (MARPOL).

The International Maritime Organization (IMO) has prepared and issued a guidance document to help. See MEPC.1/Circ.736/Rev.2 PDF222.83 KB. 

This guidance provides advice on using the correct codes and item numbers to ensure a consistent port State control procedure.  

Note:  You will need to register for a free public account to access resources on the IMO website.