Yacht Charter Checklist: Before You Go, Check-in and Check-out
Most charter problems start before anyone steps on board. A licence the base won’t accept. A crew list sent too late. A debit card that can’t hold the deposit. Damage nobody noted at check-in, which you end up paying for. This checklist covers everything to do, in order, from booking to handing back the keys. Tick items as you go: your progress is saved in your browser, and you can print the whole list.
Key takeaways
- Check in writing that your licence is accepted for that country; the ICC is the safest choice.
- Use a credit card in the skipper’s name for the deposit: many bases refuse debit cards.
- Film the boat and note every scratch at check-in, before you sign.
- Plan to be near the base the day before check-out, and refuel before returning.
1. Four to eight weeks before the charter
This is the paperwork phase. Most of it only takes a few minutes, but missing one item can stop you from leaving the dock.
- Check the skipper’s licence (bareboat only). Ask the charter company in writing which licences they accept for that country. The ICC is the most widely accepted. An RYA Day Skipper is fine in some countries but often refused in Greece. Some countries, such as Croatia, also want a VHF radio certificate. See our licence requirements guide.
- Send copies of the licence and VHF certificate to the charter company, and bring the original cards: a photocopy or a photo on your phone is not always accepted.
- Send the crew list: full name, date of birth, nationality and passport or ID number for everyone on board. Many bases need it several days ahead to register the crew with the port authority.
- Pay the balance by the date in your contract (often 4 to 8 weeks before departure).
- Check the security deposit: the amount, how it is taken (usually a credit card pre-authorisation) and whether to buy deposit insurance to reduce what you risk.
- Make sure the deposit card is a credit card in the skipper’s name, with enough available limit. Many bases do not accept debit or prepaid cards for the deposit.
- Take out travel insurance that covers sailing, and consider skipper liability insurance if you sail bareboat.
- Book flights that land early enough. In the Mediterranean, check-in is usually on Saturday afternoon and the boat must be back in the marina the evening before you disembark.
- Book your airport-to-marina transfer, especially for marinas away from the airport (Lavrio, Lefkas, Kos). Our Greek charter bases guide lists typical times and prices.
- Order the extras you need: skipper, hostess, outboard for the dinghy, paddleboard, Wi-Fi, extra towels, early boarding.
- Book busy moorings in advance for peak season: popular marinas in Croatia, and mooring buoys in the Balearics (see the country table below).
- Sketch a rough itinerary with short first and last days, and read up on the local wind (meltemi in the Aegean, bora in the Adriatic).
2. The week before
- Confirm your arrival time with the base and ask for the exact check-in address (big marinas have several piers).
- Order provisioning delivered to the boat, or plan a supermarket stop between the airport and the marina.
- Set up mobile data for the trip. A travel eSIM is usually cheaper than roaming outside the EU and lets you check the forecast at anchor. Compare Airalo eSIM plans.
- Download the apps you will use: a weather app (Windy or similar), a chart app with offline charts, and an anchorage guide.
- Check the long-range forecast and adjust the first two days of your plan if strong wind is expected.
- Brief your crew: who does what, what to pack, and that the boat has limited water and power.
- Take some cash for small harbours, buoys, water taxis and tavernas that don’t take cards.
3. What to pack for a yacht charter
Space on board is tight, so pack light and soft. Bed linen and towels are normally provided, but check: beach towels are often extra.
- A soft, foldable bag instead of a hard suitcase: it can be stowed in a locker.
- Passports or ID, licence originals, insurance details, plus copies stored on your phone.
- Non-marking deck shoes (light soles) and water shoes for rocky beaches.
- Sun protection: high-SPF reef-friendly sunscreen, a hat with a strap, polarised sunglasses with a cord, a long-sleeved UV top.
- A warm layer and a light waterproof jacket: evenings and night passages get cool, even in summer.
- A dry bag for phones and wallets on the dinghy.
- Chargers that work on 12 V: USB cables, a car-style adapter and a power bank. 230 V sockets usually only work in the marina.
- A head torch for night-time trips to the deck.
- Seasickness tablets and your personal medication, in your hand luggage.
- Your own snorkel mask if you are picky about fit (boat masks are often basic).
- A reusable water bottle for each person.
Leave at home: hard suitcases, high heels and black-soled shoes, a hairdryer (it won’t run on the boat’s batteries), and half the clothes you were planning to bring. If you want to fly a drone, check the local rules first: several countries require registration.
Packing list: what we recommend
Handy items that charter boats usually do not provide:
- A 20 L dry bag: for phones, wallets and cameras on the dinghy.
- A waterproof phone pouch with a lanyard: so you can take photos while swimming.
- Polarised sunglasses that float: to read the water colour near rocks and shallows.
- Non-marking deck shoes: required on most charter boats.
- Water shoes: for rocky beaches and sea urchins.
- Sailing gloves: for handling lines and the anchor chain.
- Reef-safe mineral sunscreen (SPF 50): the sun on the water is stronger than on land.
- Acupressure wristbands: a drug-free first defence against seasickness.
- A rechargeable headlamp with a red light: for night arrivals and moving around without waking the crew.
- A snorkel set: charter boats rarely carry good ones.
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4. At the boat check-in
Check-in is the most important hour of the week. Anything you don’t spot and write down now can be charged to your deposit at check-out. Take your time, even if the base staff are in a hurry.
- Film a walk-around video of the hull, deck, sails, cushions and dinghy, and photograph every scratch or dent.
- Note all damage on the check-in form before you sign it, and keep a copy.
- Check the boat papers: registration, insurance certificate and stamped crew list.
- Engine: oil and coolant levels, cooling water coming out of the exhaust when it starts, fuel level (it is usually full).
- Sails: unroll the mainsail and the genoa, check for tears, and ask how to reef.
- Anchor: test the windlass up and down, and ask how much chain there is.
- Dinghy and outboard: start the outboard, check the pump, oars and fuel can.
- Safety equipment: a life jacket for everyone (children’s sizes if needed), flares in date, fire extinguishers, first-aid kit, life raft service date, man-overboard gear.
- Electronics: VHF radio, chartplotter, autopilot, wind and depth instruments.
- Ask for a demo of the toilets and holding tanks, the gas valve, the water pumps and the battery monitor.
- Count the inventory against the list (fenders, lines, winch handles, kitchen gear).
- Save the base’s emergency phone number in every crew member’s phone.
5. Before leaving the marina
- Give a safety briefing to the whole crew: life jackets, man-overboard drill, fire extinguishers, gas, seacocks and how to call for help on VHF channel 16.
- Assign roles for mooring lines and fenders, so leaving and arriving go calmly.
- Stow everything and close all hatches and portholes.
- Check the forecast one last time and keep the first leg short.
- Fill the water tanks if they are not full.
6. Last day and check-out
- Plan to be near the base the day before, so wind on the last day can’t make you late.
- Refuel before returning and keep the receipt. Otherwise the base charges for the missing fuel, often at a higher price.
- Empty the holding tank offshore where it is allowed, before entering the marina.
- Be back in the marina on time: usually the last evening, with disembarkation the next morning.
- Tidy up: clean the galley, empty the fridge, take the rubbish off.
- Report any damage honestly during the check-out. It is easier to settle now than after you have left. Some bases send a diver to check the hull and keel.
- Get the check-out form signed and ask when the deposit will be released.
- Tip the crew if you had a skipper or hostess: around 10% of the charter price is common in the Mediterranean on crewed yachts.
Country-specific rules to check
The checklist above works everywhere. A few destinations add their own requirements, so check these too. Rules change, so confirm the details with your charter company before you go.
| Destination | What to check |
|---|---|
| Greece | The skipper needs a licence the charter company accepts, and a second crew member with sailing experience is usually required for bareboat. Send the crew list in advance. In July and August, plan around the meltemi wind in the Cyclades. |
| Croatia | Bareboat skippers need a licence and a VHF radio certificate, as Croatia’s requirements show. The crew list is stamped by the harbour master, and a tourist tax per person per day is paid at check-in. National park tickets (Kornati, Mljet, Krka) are extra. |
| Balearic Islands | Anchoring on Posidonia seagrass is banned, and patrol boats check it: drop the anchor on sand only. Mooring buoys in protected areas are booked online with Ports IB in summer (roughly mid-June to late September). |
| French Riviera | Anchoring restrictions also protect seagrass in parts of the coast, and marina berths near Monaco, Cannes and Saint-Tropez sell out in summer: book ahead. |
| Caribbean | Sailing between countries (for example the British and US Virgin Islands) means clearing customs and immigration each time: bring passports for everyone and budget for the fees. |
Still choosing your boat? Read bareboat vs crewed charter and our bareboat charter guide to see what each option asks of you.
Frequently asked questions
What documents do I need for a yacht charter?
Everyone needs a passport or ID card. For a bareboat charter, the skipper also needs an accepted sailing licence and, in some countries such as Croatia, a VHF radio certificate. The charter company will ask for a crew list in advance and a credit card for the security deposit.
What should I check at the yacht check-in?
Film and photograph the whole boat, and note every existing damage on the check-in form. Then test the engine, sails, anchor windlass, dinghy and outboard. Check the safety equipment and ask for a demo of the toilets, gas and electrics before you sign.
Can I pay the security deposit with a debit card?
Often not. Most charter companies take the deposit as a pre-authorisation on a credit card in the skipper’s name. Ask in advance which cards are accepted, and check that your card limit covers the amount.
What time is check-in and check-out on a yacht charter?
In the Mediterranean, check-in is usually on Saturday afternoon and check-out on the following Saturday morning, with the boat back in the marina the evening before. Exact times vary by base, so confirm them when you book your flights.
Should I bring a suitcase on a yacht?
No. A soft, foldable bag is much better because it can be stored in a locker. Hard suitcases take up a cabin and are hard to stow.
