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Yes! You can use AI to fill out Pre-Arrival Information Report (PAIR)

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Pre-Arrival Information Report (PAIR), page 1
Complex · 72/100Form Complexity Index

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What this form asks for

The AI fills all of it, from your answers or your documents.

The Pre-Arrival Information Report (PAIR) is a comprehensive declaration submitted to Transport Canada before a vessel's arrival in a Canadian port, as required by the Marine Transportation Security Regulations (MTSR). It is vital for national security, allowing authorities to assess potential risks by collecting data on the vessel's identity, security certifications, voyage history, and crew. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields147
Pages5
Sections35
Tables and lists3
Questions that depend on earlier answers30
Form Complexity IndexComplex, 72/100

The AI checks your answers before you download

14 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

IMO Number Format and Checksum Validation

This check verifies that the IMO number consists of the letters 'IMO' followed by seven digits. It also validates the number using the official checksum algorithm (the last digit is a check digit). This is critical for uniquely and accurately identifying the vessel in international maritime databases. An invalid IMO number will lead to rejection of the form or misidentification of the vessel.

ISSC/CVSC Document Expiration Date Logic

This validation ensures that the 'Document Expiry Date' for the ISSC/CVSC is chronologically after the 'Document Issue Date'. An expiry date that is before the issue date is a logical impossibility and indicates a data entry error. This check prevents the submission of nonsensical data and ensures the vessel's security certification is represented accurately.

Conditional Requirement for Security Document Details

This check enforces a logical rule: if the 'Yes' box is checked for 'Approved Security Plan', then the fields for 'ISSC/CVSC... Document Number', 'Document Issued By', 'Document Issue Date', and 'Document Expiry Date' become mandatory. This ensures that a claim of having an approved plan is substantiated with the required certificate details. If the fields are left blank after indicating 'Yes', the form submission will be blocked until the information is provided.

Declaration of Security (DOS) Date Chronology

This validation verifies that the list of up to ten 'Declaration of Security Date' entries are in descending chronological order, from the 'Most recent' to the 'Tenth (oldest)'. This ensures the integrity and logical sequence of the vessel's security history. A submission with out-of-order dates would be rejected to prevent confusion and ensure the historical record is accurate.

Port of Call Arrival/Departure Sequence

For each of the 'Last 10 Ports of Call' entries, this check ensures the 'Departure date' and 'Departure time' are chronologically after the 'Arrival date' and 'Arrival time'. A vessel cannot depart from a port before it has arrived. This validation is essential for maintaining a logical and accurate travel history for the vessel.

Voyage Itinerary Chronological Consistency

This validation checks the sequence across the 'Last 10 Ports of Call'. It ensures that the arrival date at a given port (e.g., Port 2) is after the departure date from the previous port in the list (Port 1). This confirms the logical progression of the vessel's voyage from one port to the next, providing a coherent and believable itinerary.

And 8 more checks
  • Estimated Time of Arrival (ETA) Sanity Check
  • Canadian Port of Call (POC) Arrival Sequence
  • MARSEC Level Selection Completeness
  • Vessel Identification Completeness
  • 24-Hour Contact Number Format
  • Geographic Coordinate Range Validation
  • Vessel Location Data Exclusivity
  • Email Address Syntax Validation

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How to Fill Out PAIR Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select the Pre-Arrival Information Report (PAIR) form.
  2. Allow the AI to scan and identify all the required fields, such as vessel details, security certificate information, and port of call history.
  3. Provide key vessel identification data, including the vessel name, IMO number, and country of registry, letting the AI populate the corresponding fields.
  4. Enter the vessel's voyage details, including the last 10 ports of call, current position, and estimated time of arrival (ETA) at the first Canadian port.
  5. Input security-related information, such as the ISSC number, current MARSEC level, and details of any security incidents or deficiencies.
  6. Review all the information automatically populated by the AI for accuracy and completeness, making any necessary corrections.
  7. Download the completed, compliant Pre-Arrival Information Report for submission to the Canadian authorities.

Common Mistakes in Completing PAIR

The ones the AI is built to catch.

Transposing or Incorrectly Entering IMO Numbers
Users often mistype the 7-digit IMO vessel number or the IMO company number due to manual data entry. Since these are unique global identifiers, even a single incorrect digit renders the number invalid, causing the form to be rejected and leading to significant processing delays. To avoid this, double-check the numbers against official ship documents. AI-powered tools like Instafill.ai can automatically populate these fields from a saved profile, eliminating transcription errors.
Using Local Time Instead of UTC
The form explicitly requires time entries, such as ETA and current time, to be in Coordinated Universal Time (UTC). Crew members often enter their current local ship time or the local time of the destination port out of habit, leading to confusion and incorrect scheduling for port authorities. This can result in missed berthing slots or inspection delays. Always convert local times to UTC before entry; tools like Instafill.ai can automate this conversion and ensure the correct format is used.
Inconsistent or Incorrect Date Formatting
This form requires dates in the `dd-mm-yyyy` format, but users frequently enter them in their local convention, such as `mm-dd-yyyy`. This ambiguity, especially for days and months under 12, can lead to critical misinterpretations of arrival or certificate expiry dates, causing compliance issues. If the form is a non-fillable PDF, tools like Instafill.ai can convert it into a smart, fillable version that validates date formats automatically to prevent such errors.
Providing Incomplete Port of Call Details
When listing the last 10 ports of call, filers may only enter the port city (e.g., 'Antwerp') and omit the specific terminal and berth information. This lack of detail is insufficient for security assessments and may trigger requests for clarification, delaying vessel clearance. It is crucial to provide the complete details as requested for each port visit. Instafill.ai can help maintain a detailed and accurate port call history that can be reused for subsequent forms.
Reversing the Order of Declaration of Security (DOS) Dates
The form asks for the last ten DOS dates starting with the 'most recent' and ending with the 'oldest'. A common mistake is to list these dates in chronological order (oldest to newest), which is the reverse of the requirement. This incorrect sequencing can confuse reviewers and may lead to compliance checks. Always list the most recent event first and work backwards in time.
Vague Descriptions for Security Incidents or Deficiencies
In free-text fields requiring details on security breaches or system deficiencies, users may provide overly brief or vague statements like 'minor issue' or 'incident resolved'. Such entries lack the necessary detail for authorities to assess the situation, resulting in follow-up inquiries and potential delays. Always provide a concise but complete summary including dates, locations, actions taken, and outcomes as instructed.
Omitting International Dialing Codes for Phone Numbers
When entering 24-hour phone numbers for vessel agents or port contacts, users often forget to include the full international country and area codes. A number like '555-1234' is incomplete and unusable for international authorities trying to make contact, which can become a critical failure in an emergency. Always prefix phone numbers with a '+' and the appropriate country code (e.g., +1 for North America).
Using Abbreviations for Official Vessel and Owner Names
The form requires the 'full registered' or 'full legal' name for the vessel, owner, and operator. Users sometimes use unofficial abbreviations or acronyms for expediency, which can cause mismatches with official databases, leading to verification failures. Always use the exact legal names as they appear on official registration and corporate documents. AI form-fillers can store these official names to ensure consistency.
Incorrectly Filling Out Conditional Form Sections
The form contains conditional logic, such as filling out the 'ISSC/CVSC Document Details' only if the vessel has an 'Approved Security Plan'. Users may miss this instruction and either leave required fields blank or fill in unnecessary information, creating confusion and an incomplete submission. Carefully read all instructions to understand which sections are mandatory based on your previous answers. Smart form-filling tools can help by showing or hiding relevant sections dynamically.
Errors in Reporting Vessel Position Coordinates
The vessel's current position must be entered in a Degrees, Minutes, Seconds (DMS) format, broken into separate fields for each component and the hemisphere. Common errors include entering decimal degrees, putting all information in one field, or selecting the wrong hemisphere (N/S, E/W). Such errors make the position data useless and can cause significant issues for tracking and safety monitoring. Ensure you are converting from your GPS display to the required DMS format correctly for each field.

Frequently Asked Questions About PAIR

 

Is it really free for 7 days?
Yes. You pay $0 today. Cancel before Nov 5 and you are never charged. Keep it, and it is $19.99 a month for 5 fills of your PAIR.
Can I fill other forms too?
This plan is for your PAIR: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
How do I cancel?
From your account, in two clicks, any time. No email, no call.
How does the AI fill out PAIR?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of PAIR, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is PAIR to fill out?
PAIR has a Form Complexity Index of 72 out of 100, in the complex tier: 147 fillable fields across 5 pages. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of this form?
This form is a pre-arrival security report required for vessels intending to enter Canadian ports. It provides Canadian authorities with essential information about the vessel's identity, security status, voyage history, and contact details.
Who is responsible for completing this form?
The vessel's master, operator, or an authorized vessel agent is responsible for accurately completing and submitting this form prior to the vessel's arrival in Canada.
What is an IMO number and where do I find it?
The IMO number is a unique seven-digit identification number assigned to a vessel by the International Maritime Organization. It should be listed on the ship's registration certificate and other official documents.
What if my vessel does not have an International Ship Security Certificate (ISSC)?
If your vessel does not have an ISSC or a similar compliance document, you should leave the 'ISSC/CVSC or Ship Compliance Document Details' section blank. However, you must still indicate whether the vessel has an approved security plan in the designated 'Yes/No' section.
How do I list the 'Last 10 Ports of Call' if my vessel has visited fewer than ten?
You should provide the details for as many ports as the vessel has visited on its current voyage, starting with the most recent. If you have visited fewer than ten, simply fill out the information for those ports and leave the remaining fields blank.
What is a 'Declaration of Security' (DOS)?
A Declaration of Security is a formal agreement between a ship and a port facility (or another ship) to coordinate specific security measures. This form requires you to list the dates of the ten most recent DOS completions.
What time format should I use for arrival and departure times?
All times, including current time and estimated times of arrival (ETA), must be entered in Coordinated Universal Time (UTC) using a 24-hour format (hh:mm).
What information should I provide if my vessel is 'At sea' when I fill out the form?
If your vessel is at sea, you must provide its current position using latitude and longitude, the current vessel speed in knots, and the estimated date and time of arrival at your first Canadian port of call.
Is it mandatory to provide details for a vessel agent?
No, providing vessel agent details is optional. If your vessel does not have an agent, you can leave the 'Vessel agent details' section blank.
What should I include in the 'Details of security breach' section?
In this section, you must describe any security incidents, breaches, or threats that occurred at the last 10 ports or while in transit. Include the date, location, a summary of the event, and any corrective actions taken.
Can AI tools help me fill out this form?
Yes, services like Instafill.ai use AI to accurately auto-fill form fields from your saved data, which can save significant time and reduce errors. This is especially useful for repetitive information like vessel details and contact information.
How can I fill out this form online using Instafill.ai?
Simply upload the form to the Instafill.ai platform. The AI will identify the fields, allowing you to click to fill them with your saved information or type directly into the newly interactive form.
The PDF version of this form I have is not fillable. What can I do?
You can use a service like Instafill.ai, which can convert flat, non-fillable PDFs into interactive, fillable forms. This allows you to easily type your information directly into the fields online without needing to print the form.
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