The checklist of documents to bring for your cruise

When should I prepare each document?

Prepare your identity documents and proof of competence as soon as you book, and complete your client area within 48 hours. The table below sets out every deadline.

How far in advance should I prepare the paperwork for my charter? You should ideally prepare it at the time of booking: complete the sailing CV on the day and submit the crew list within 48 hours. A visa or ESTA, by contrast, should be arranged several weeks before departure.

Which identity documents do I need for a charter?

As a British traveller you will need a valid passport, whatever the destination. The most common pitfall is validity. For travel within the EU and the Schengen area after Brexit, your passport must have been issued less than ten years before the date you enter (five years for a child's passport), and be valid for at least three months after the day you plan to leave. Many countries outside the EU ask for at least six months' validity beyond your return date. Check this when you book, as a renewal usually takes around three weeks and longer at peak times; a fast-track service is available for an extra fee.

Every member of the crew, including babies and children, must have their own identity document.

Special case, the Caribbean: Martinique is French and therefore EU territory, so sailing from Martinique towards Grenada or St Vincent means leaving EU waters. A passport is then required and, for the islands you visit, you should check the local entry formalities before you sail.

Do I need a licence to charter a boat?

In most cases, yes: to bareboat charter, that is to sail without a skipper, you usually have to show proof of competence, most often an International Certificate of Competence (ICC). With a professional skipper you need no licence at all. A licence or ICC becomes necessary as soon as you helm a motorboat of more than 6 hp, or a sailing yacht abroad. Whether one is required therefore depends on the boat and the destination.

When is no licence required?

No licence is required in three situations:

1.  On any charter with a professional skipper or captain.
2.  In France and the French overseas territories, where the law requires no licence to helm a sailing yacht (provided you can show enough experience on comparable boats).
3.  If you hire a licence-free boat, such as a houseboat or a licence-free canal boat.

Can I charter a yacht without a licence in the UK? In UK waters there is no legal requirement to hold a licence to skipper a private sailing yacht. To charter one, however, the charter company will almost always ask for proof of competence such as an ICC or an RYA qualification. If you do not hold one, the simplest option is to book a skippered charter.

When is a licence required?

Proof of competence (in the UK an ICC, or an RYA qualification such as Day Skipper or Yachtmaster) is required in two cases:

1.  When you helm a motorboat of more than 6 hp, in France as well as abroad.
2.  When you helm a sailing yacht in any country that requires it, which is practically everywhere except France, where sailing yachts are exempt.

For a bareboat charter abroad, proof of competence is almost always compulsory. Charter companies generally accept the ICC or RYA qualifications, but validity varies by sailing area; always confirm with the company and the local authorities before you depart.

Do I need an ICC to charter a yacht in Greece? Yes: to helm a sailing yacht in Greece you need a valid certificate of competence, such as an ICC. Greece also generally requires a second crew member to show some sailing experience.

If you passed your qualification recently, or plan to take it just before departure, the pass certificate lets you sail while you wait for the official document. Whether a licence is required is always stated on your booking confirmation.

If you are unsure whether your certificate is valid, check with the local authorities without fail. Please make sure all your certificates are valid before departure: Filovent is unable to accept liability for missing or invalid documents on departure day.

Is the VHF certificate (SRC) compulsory?

A marine radio certificate is compulsory in certain destinations. In Croatia it is required and noted as such on your contract: at least one person aboard (not necessarily the one helming the boat) must hold a valid radio certificate. In the UK this is the SRC (Short Range Certificate). Without it you risk a fine and having the boat detained by the maritime police.

Watch out for a common misconception: the VHF certificate is not included in your boating licence, it is a separate qualification. In the UK the SRC is taken through an RYA-recognised training centre, and the boat itself also needs a Ship Radio Licence from Ofcom; the course usually lasts one or two days. Look into the next exam dates well in advance.

What is the sailing CV and when do I complete it?

The sailing CV is a record that summarises your sailing experience: the types of boat you have helmed, the areas you have sailed, the nautical miles you have logged and the training you have completed. Fill it in within your client area as soon as you book, together with your licences. The sooner you complete it, the better: the charter company needs it so that its insurance covers your charter.

You do not need to be a seasoned offshore sailor, but you should be comfortable with the type and size of boat you have booked. In practice, you should already have helmed a comparable boat. With experience only on 30-foot monohulls, you cannot take over a 40-foot catamaran without the charter company's explicit agreement. If you have already sailed a comparable or larger boat, the company will usually approve the charter without difficulty. If, on departure day, the company judges your experience to be insufficient, it can require a skipper at your expense (whose fee is typically around 200 to 350 euros per day, depending on the destination and the season).

Not booked your boat yet? Find your boat with Filovent and get your paperwork ready straight afterwards.

Why is the crew list compulsory?

The crew list is compulsory for three reasons:

1.  For your safety: in an emergency, the rescue services need to know exactly who is aboard.
2.  To stay within the law locally: the police, customs and authorities need to know who is aboard, especially in the event of an investigation.
3.  So that everyone is insured: if you have taken out cancellation cover, only the crew members correctly listed within 48 hours of booking are protected if something goes wrong.

Complete the crew list yourself within your client area, for liability reasons; it must not be sent by email. Filling it in at the last minute on departure day is neither possible nor advisable: embarkation would be delayed and our partners could not pass the paperwork to the authorities in time.

A concrete scenario: if you embark on a Saturday without a validated crew list, you risk several hours' delay, or even having to leave on the Monday and losing up to two days' sailing. The harbour authorities do not work on Sundays, and no compensation is given for lost sailing time.

What is the boarding pass and why do I need it?

Shortly before departure, some of our partner charter companies send you a boarding pass or voucher. It is a summary of your booking: the boat's name, the charter dates, the extras booked, the local base's contact details and other useful information. Print it and carry it with you, as the base staff will ask for it at check-in.

Which insurance documents should I bring?

Keep all your insurance documents, both digital and on paper: cancellation cover, a damage waiver (insurance that reduces or removes the excess in the event of damage) and, for long-haul destinations, assistance and repatriation. Take out this cover before departure, ideally when you book. In the event of a claim or an emergency aboard, these documents will save you valuable time.

Which documents depend on the destination?

Depending on your sailing area, specific documents are added to the basic list. The table below summarises the main cases, in France as well as abroad.

What documents do I need to charter a boat in Croatia? Of all the Mediterranean destinations, Croatia calls for the most formalities: you need a boating licence or ICC, a VHF certificate (SRC) aboard, your sailing CV and a complete crew list, stamped by the harbour master before you sail; the boat also carries a navigation permit (vignette). Get them ready when you book your boat hire in Croatia.

Still deciding where to sail? Explore our boat hire destinations and line up your paperwork in good time.

To charter abroad, some companies ask for a translation of your boating licence. Check this when you book with our concierge service so the formality is dealt with in good time.

Which credit card for the deposit?

How much is the deposit on a boat charter? The deposit is always left at the base, at check-in, usually as a credit card authorisation (Visa or Mastercard), and it typically ranges between €1,500 and €5,000, and up to €10,000 for larger yachts, depending on the type and size of boat. Bring a card with a sufficient limit, ideally in the name of the person helming the boat and under whose name the charter is booked with the owner (the charter company). If you have taken out a damage waiver, the charter company may still ask for a reduced deposit.

Which documents should go in your bag?

Before you close your case, check that you have:

1.  A valid passport for every crew member, including children and babies.
2.  Your boating licence or ICC and, where required, your VHF certificate (SRC), as originals.
3.  Your sailing CV and crew list, validated in your client area.
4.  Your booking confirmation, boarding pass or voucher, printed.
5.  Your insurance documents (cancellation, damage waiver, assistance).
6.  A visa, ESTA or entry authorisation depending on the destination.
7.  A credit card for the deposit.

Find out more

To prepare your formalities in detail, read our dedicated articles:

•  Is a boating licence required?: every case depending on the boat and the destination.
•  The VHF certificate (SRC): where and how to obtain it.
•  The crew list: why it is compulsory and when to complete it.
•  Passport validity: the six-month rule.
•  The ESTA: the document you must have if your flight transits through the United States.
•  Translating your boating licence: what you need to know to charter abroad.
•  Insurance and deposits: understanding the damage waiver and cancellation cover.

For any question about the documents for your booking, contact your Filovent adviser or our concierge service on +44 20 4576 3186.

This article was written by the Filovent team and reviewed by our concierge service, which helps thousands of clients prepare their charter every year.