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Applying for exemptions via ‘Vessel Notification’ in Portbase PCS

24 June 2025 | Vessel Notification

Dear shipping agents, I would like to inform you of the following:

Permits and exemptions

As of Tuesday, 1st July 2025, you can apply for a permit or exemption for visits to the Port of Rotterdam (and adjacent ports) directly via your port call in ‘Vessel Notification’ in the Portbase PCS. This new functionality makes it much easier to submit an application – there’s no need to complete a blank form and send it by email anymore.

Read here how it works.

Correct berth information required

PCS supports you by automatically pre-filling the application using data from your vessel visit. Make sure to submit the application using the ‘Exemptions’ field at the correct berth, so that berth details, ETA and other information are auto-filled correctly.

How it works:

  • Using the forms is straightforward; many fields are mandatory.
  • In some cases, you must upload an attachment.
  • Quickly find the correct form by typing the title.
  • A full overview of available forms and additional instructions can be found below this page.
  • You can submit multiple requests per berth.

Important notes for submitting an application

  • You must agree to the legal considerations beforehand.
  • Please review the general notes – they help you fill in the form correctly and indicate whether an application is even necessary.
  • In the form, you declare that all information is correct and any attachments are accurate.

Amending or cancelling an application

  • You can amend or cancel an application. To amend, open the request and make the changes – you’ll receive an email with the subject line ‘Amended’.
  • Cancelling requires a validation step to prevent accidental deletions. See the manual for details.
  • If the ETA changes, an automatic update is sent to the HCC and the agency – no action is needed.
  • Important: If the new ETA also affects timings of related activities, you must update the application with the correct start and end times yourself.

Dutch/English

  • All questions in the form are in English, but you are free to respond in Dutch if you prefer.
  • The exemption itself will always be issued in Dutch, as required by law.

Legislation

New legislation (WMEBV – Modernisation of Electronic Administrative Traffic Act) prioritises this improvement.
This new process is also more modern and user-friendly compared to the old way of downloading, completing, and emailing a form.
WMEBV also requires us to:

  • Provide confirmation of receipt
  • Give insight into the status of your application
  • Return the outcome digitally

Phase 1: Email to the HCC (Harbour Coordination Centre)

You no longer need to email the HCC manually. Once submitted via PCS, an email with your application is automatically generated and sent to the HCC when you click ‘Save and send’.

The HCC will continue to process this email in the same way as before.
You’ll receive a copy of the application at the provided email address.

Phase 2: PCS-VTH Interface

By developing these forms at a central, logical location (PCS), we’ve taken the first step towards full digital processing by the Harbour Master of all permit and exemption applications.
The Harbour Master will use a VTH application (VTH = Permits, Supervision & Enforcement).

This will streamline application assessment and ensure consistency. Applicants will receive automatic updates on the status and result of their request, ensuring compliance with the new legislation.
This VTH system is expected to go live around mid-2026. At that point, applications will no longer be sent via email but directly through an interface to the VTH system.

MyPort

Until further notice, the following four applications must still be submitted via MyPort:

  • Navigation on the Oude Maas
  • Activities
  • Special transport
  • Berth outside of PET

HAMIS (the Harbour Master’s system) currently includes the required functionality to process these specific requests. This functionality will be included in the VTH system at a later stage.
Once integrated, these four applications will also move to PCS, allowing all applications to be submitted in one place.

Applications via Vessel Notification

From now on, all exemption and permit applications (except the four in MyPort) must be submitted via Vessel Notification in PCS.
We kindly request that you stop using downloaded forms and instead only use PCS (or MyPort where applicable).

Full List of Applications

See the next page.

Portbase Support Page

More information about this new functionality is available on the Portbase Support page:  https://support.portbase.com/en/services/vessel-notification/

Read here how to apply for exemptions.

Still have questions? Please contact the Portbase Servicedesk:
Email: customerservice@portbase.com
 Phone: 088 – 625 25 25 (weekdays 08:00–18:00)
Emergency: 06 – 518 844 56 (for urgent matters)

Best regards, Also on behalf of Port of Amsterdam and Portbase,

Louis van Waasdijk

Project Manager, Harbour Master Division (Rotterdam)
Tel: +31 (0)6 1093 8114

Legislation Article English title (as seen in PCS)
Port By-Laws 4.5 1. Perform or cause work to be performed on a vessel or object on board a vessel (not yet active)
Port By-Laws 5.4,5.5,5.6 2. To berth outside the petroleumhaven with a tanker (not yet active)
Inland Waterways Police Regulations 9.02 3. Navigating the Oude Maas (not yet active)
(n.v.t.) (n.v.t.) 4. Special transport (not yet active)
Port By-Laws 3.2 5. To be located or berth in an area where this is not permitted with a certain category of vessel
Port By-Laws 3.4 6. Mooring to berth at smaller distances from other vessels with a seagoing vessel
Port By-Laws 3.5 7. To raise a vessel using suitable equipment in an area not designated by the municipal executive
Port By-Laws 3.6 8. Use propellers, bow or stern thrusters while moored or work on tow rope
Port By-Laws 3.11 9. Exceeding berth dimensions
Port By-Laws 3.13 10. Place or install facilities or objects in, on, under or above water
Port By-Laws 4.1 11. Release substances from a vessel, causing or likely to cause hazard, damage or nuisance
Port By-Laws 4.6 12. Designation of berth to decontaminate vessel-bound cargo
Port By-Laws 4.11 13. Designated berth to clean or ventilate cargo tanks or slop tanks with a tanker
Port By-Laws 4.11 (b) 14. Clean cargo tanks or slop tanks while open of a liquid as referred to in Annex 1 of the Port By-Laws
Port By-Laws 4.13 (1) 15. Transfer, bunker or debunker or collect hazardous or noxious liquids between a vessel and a mobile facility ashore
Port By-Laws 4.13 (2) 16. Transshipment of solids on public quays managed by Port of Rotterdam Authority N.V.
Port By-Laws 5.2 17. To be in a Petroleumharbour with another vessel as referred in the Port By-Laws
Port By-Laws 5.3 18. Allow open flame or sparking in a petroleumhaven
Port By-Laws 6.3.1 19. Not using a vapour return line during transhipment of a liquid hazardous substance
Port By-Laws 6.3.3, 6.3.4 20. Not to use the vessel’s fixed pipeline or pump during the transhipment of liquid hazardous substances
Port By-Laws 6.3.5 21. To moor with several vessels alongside a vessel transferring liquid hazardous substances
Port By-Laws 6.4 22. Transfer gas between tanker vessels
Port By-Laws 6.5 23. To moor alongside a vessel involved in the transhipment of a gas
Port By-Laws 7.1 (1) 24. To berth with a vessel carrying hazardous substances in packaging on board in a zone near residential concentrations
Port By-Laws 7.1 (2) 25. To berth a seagoing tanker carrying hazardous substances as cargo or cargo residue on board in a zone near residential concentrations
Port By-Laws 8.1 26. To bunker without permit
Designation Decision (n.v.t.) 27. De-bunkering
(n.v.t.) (n.v.t.) 28. Application form for tidal window Euro-Maasgeul
Port By-Laws General 29. General request for permission, exemption, waiver
(n.v.t.) (n.v.t.) 30. Fuel Exemption (not yet active)