What documents should you prepare before your boat trip?

Which documents should you prepare before departure?

The documents you need fall into three categories: your identity documents, your boating qualifications (for a bareboat charter only) and the documents linked to your booking. The precise list depends on your destination, the boat and the formula you choose; your advisor will confirm it. The key is to prepare everything as soon as you book, so you have time to renew an ID document or track down a licence if needed.

Documents to prepare by type

The table below summarises the main documents requested, and shows which are always required and which depend on the destination or the formula.

In short: a valid identity document and your booking documents (voucher, crew list) are required in every case, while the licence and radio certificate only apply to a bareboat charter. That is the point to check first with your advisor.

Identity documents

Every passenger must travel with a valid identity document. For destinations within the European Union, an EU national ID card is usually enough for EU citizens; UK travellers and anyone heading outside the EU (Seychelles, the Caribbean, Egypt, Polynesia and so on) will need a passport, and many countries require it to be valid for more than 6 months beyond your return date. Check the expiry date well in advance: it is one of the issues that most often cause problems a few days before departure. Depending on your nationality and destination, a visa or electronic travel authorisation may be required; check with the consular authorities of the country concerned.

Boating qualifications (bareboat charter)

To take a yacht on a bareboat charter, you must produce a valid sailing licence and, depending on the area, a VHF radio certificate; on a skippered charter no boating qualification is required. These documents therefore only apply to a bareboat charter, where you skipper the boat yourself. For a sailing yacht, a catamaran or a motorboat, a sailing licence is generally required, and depending on the sailing area a VHF radio certificate (the SRC, or Short Range Certificate) may also be requested. The charter company often asks you to send your licence showing both sides before departure, sometimes together with a sailing CV summarising your experience. If you book a boat but your partner or a friend will be at the helm, it is their boating qualifications (licence and sailing CV) that count: let your advisor know, as the sailing CV is linked to each person's client area.

The real point to watch abroad is the recognition of your licence. Many bases ask for the ICC (International Certificate of Competence), which is the most widely recognised qualification internationally and is issued in the UK by the RYA. Acceptance depends on the base, the boat and the area. Before chartering abroad, confirm with your advisor that your qualification is accepted for the boat and area planned.

Conversely, a skippered charter, a crewed yacht or a cabin cruise require no licence: the professional on board holds the qualifications. Some river barges can also be hired without a licence, with a simple handover on site.

The VHF radio certificate (SRC): when is it required?

To charter a boat in Croatia on a bareboat basis, you need a sailing licence and a valid VHF radio certificate. The radio certificate (in the UK, the SRC – Short Range Certificate) authorises the use of the VHF radio (the radio communication equipment) on board. It is required in many sailing areas, and almost systematically in Croatia: bases there nearly always ask for a marine radio certificate in addition to the licence. If you are planning a yacht charter in Croatia, check this point early on.

Please note: an ICC or a national qualification does not replace the marine radio certificate. Several clients holding a licence and an international certificate were refused the handover because they lacked a recognised marine radio certificate. Equivalences between countries take a long time to obtain, and some authorities require you to sit the exam again. If your destination may require it, allow several weeks before departure and confirm with your advisor the exact qualification the base expects.

Cabin cruise: the passenger details to provide (APIS)

For a river cruise or a cabin cruise at sea, the operator collects each passenger's identity details several weeks before departure: passport or ID number, validity dates, nationality and date of birth. These details, sometimes called APIS, are usually submitted through a dedicated form provided by the operator.

This step determines boarding: without these details, boarding (and sometimes the associated flights) cannot be confirmed. Your Filovent advisor acts as the link between you and the operator, but it is up to you to provide the exact details on time. Have all passengers' passports ready as soon as you receive the form, and check that the names match the identity documents.

Documents linked to your booking

After you book, Filovent sends you your booking documents, to keep for the day of boarding. The main one is the voucher: it summarises your charter and is requested when you arrive at the base. You also need to complete the crew list, which records everyone on board with their identity details.

The crew list is mandatory and often determines the handover of the boat. You can prepare it in advance, but avoid waiting until the day of departure: an incomplete list can delay your boarding. It is completed online, through your client area, as it must be sent to the base before you arrive. If you have any difficulty filling it in, your Filovent advisor can upload it for you: contact them rather than handing over the details at the last minute at the base. Do check the spelling of names and that they match the identity documents.

Documents that depend on the destination

Beyond the basic documents, some destinations impose specific formalities. If your flight transits through the United States, an ESTA authorisation is required, even for a simple stopover. For a Mekong cruise (Vietnam, Cambodia), a visa is essential: without it, passengers cannot board the flight. Vietnam offers an e-visa online: allow from a few days up to 2 weeks depending on the period; Cambodia and Egypt also offer e-visas or visas on arrival depending on the case.

Other countries require proof of vaccination or entry fees. For long-haul cruises, also bring a copy of your insurance and useful contact details. The key factor is timing: start your visa formalities 2 to 3 weeks before departure, or even earlier in high season. As formalities change, always check the up-to-date requirements with the country's authorities before you travel.

In what form should you send your documents?

Most documents are sent in advance, digitally, through your client area or by email to your advisor. The licence and identity document are generally requested as scans or photos, showing both sides, in legible quality. Even so, on the day of departure bring the originals: the base may want to check them at check-in. Also keep a copy (on paper or on your phone) of your whole file, in case anything is lost.

Tips so you forget nothing

To forget nothing, three habits are enough: check the expiry date of each identity document, keep the skipper's boating qualifications together in one place, and complete the crew list without delay. Keep a digital copy of your whole file on your phone and, ideally, a paper copy. And if you are unsure about a document specific to your destination, contact your advisor: it is better to ask a few weeks ahead than to discover a missing document at the base.

Frequently asked questions about the documents to prepare

Which documents should you prepare before a boat charter?

Prepare three sets of documents: a valid identity document for each passenger (an ID card within the EU for EU citizens, a passport outside the EU), your boating qualifications if you charter bareboat (sailing licence and VHF radio certificate depending on the area), and your booking documents (voucher and crew list). The exact list depends on the destination and the formula; your advisor will confirm it.

Is a sailing licence mandatory to charter?

A licence is only mandatory for a bareboat charter, where you are at the helm. A skippered charter, a crewed yacht or a cabin cruise require no licence. Some river barges can also be hired without a licence. For a sailing yacht or a motorboat on a bareboat basis, a licence is generally required, sometimes together with a radio certificate.

Do you need a passport valid for more than 6 months?

Many destinations outside the European Union require a passport valid for more than 6 months beyond your return date. Within the EU, EU citizens can usually travel on a valid national ID card. Check the expiry date as soon as you book and, if in doubt, check the requirements with the authorities of the destination country.

My ID is being renewed, what should I do?

Let your advisor know and first send the application receipt, then the new document as soon as you receive it. Start the renewal as early as possible, as processing times can be long in high season. Depending on the destination, a receipt alone is not enough to travel: check the country's requirements before departure.

Do you need an ID document even for a river barge without a licence?

Yes. A valid identity document is required in every case, including for hiring a river barge without a licence. Each passenger's identity is needed for the crew list and the charter contract, regardless of whether a licence is required to sail.

What is the crew list and when should it be completed?

The crew list records everyone on board with their identity details. It is mandatory and often determines the handover of the boat. You can complete it as soon as you book; avoid waiting until the day of departure, as an incomplete list can delay boarding.

Does my sailing licence need to be translated to charter abroad?

Depending on the country and the charter company, a translation is sometimes requested for a charter abroad; more often an internationally recognised qualification such as the ICC is required. The licence is also often to be supplied showing both sides. The best approach is to ask your advisor, well ahead of departure, whether a translation or an ICC is needed for your destination.

Is my sailing licence accepted everywhere abroad?

Not always. Many bases ask for an internationally recognised qualification, such as the ICC (International Certificate of Competence), issued in the UK by the RYA. Acceptance depends on the base, the boat and the area. Before chartering abroad, ask your advisor to confirm that your qualification is recognised for the planned sailing.

Is the VHF radio certificate mandatory to charter in Croatia?

In Croatia, bases almost always ask for a marine VHF radio certificate (SRC), in addition to the licence. An ICC or a national qualification does not usually replace it, and equivalences take a long time to obtain. If you charter bareboat in Croatia, check this point early and allow several weeks.

What is the difference between the SRC and the VHF radio?

The SRC (Short Range Certificate) is the official document that authorises a person to use a VHF radio on board. The VHF radio is the radio communication equipment itself. When a base asks for "the VHF", it actually means the certificate: it is that qualification, not the equipment, that you are asked for at departure.

How do I reuse a sailing CV from one account to another?

The sailing CV is linked to the client area of the person who completed it. It is the actual skipper's CV that counts: if the skipper in your crew already has their sailing CV in their own account, tell your advisor so that it can be linked to the right booking, rather than re-entering it.

Which documents do you need to charter a boat in the Caribbean?

For a charter in the Caribbean, bring a valid passport (often valid for more than 6 months beyond your return), your sailing licence and, depending on the base, a VHF radio certificate if you charter bareboat, plus your voucher and crew list. If your flight transits through the United States, an ESTA is required. Check the entry formalities specific to each island before you leave.

What is a voucher?

The voucher summarises your charter. You present it at the base on arrival. It is sent to you before departure, usually through your client area or by email. Keep a copy on your phone, in addition to the original.

Do I need an ESTA or a visa?

It depends on your destination and your itinerary. An ESTA authorisation is required if your flight transits through the United States, even on a stopover. Other countries require a visa. Check the up-to-date entry formalities with the consular authorities of the country concerned before booking your flights.

Do I need a licence or documents if I travel with a skipper?

No. With a professional skipper, a crew or on a cabin cruise, you need no boating qualification: the professional on board holds them. You only need to prepare your identity documents, your voucher and the crew list, like any passenger.

What should I do if I have lost my sailing licence?

If you have lost your sailing licence, apply for a duplicate as soon as possible, as processing times can be long. In the meantime, let your Filovent advisor know: depending on the destination and the charter company there are solutions, but it is best to allow several weeks before departure.

How do I send my documents to Filovent?

Most documents are sent in advance digitally, through your client area or by email to your advisor. The licence and identity document are generally requested as scans or photos, showing both sides and in good quality. On the day of departure, bring the originals: the base may check them at check-in.

When should I prepare my documents?

As soon as you book. It is the best way to have time to renew an expired ID document, track down a licence or complete a visa formality. Leaving it to the last minute risks a missing document on the day of departure, which can jeopardise boarding.

Find out more

To prepare your departure with complete peace of mind, see our dedicated pages:

→ Documents and formalities: the details of the licence, the VHF radio certificate, the crew list and the ESTA;

→ Bareboat charter: the sailing CV and the experience expected to be at the helm;

→ Insurance and security deposits: what to expect at boarding;

→ Flights and transfers: organising your journey to the marina;

→ Manage my booking: finding your documents in your client area.

For any question about the documents to prepare, contact your Filovent advisor on +44 20 4576 3186.