The Checklist of Documents to Bring for Your Cruise

The four types of document to prepare for your boat charter

Before any charter, your documents fall into four categories. Knowing them means you will know exactly what to prepare and when to do it:

1.  Your identity documents: a valid passport for every member of the crew.
2.  Your proof of competence: a recognized sailing certification (ASA, US Sailing) or, abroad, an International Certificate of Competence (ICC), and in certain areas a VHF radio certificate.
3.  The documents to complete in your client area: your sailing resume and the crew list.
4.  Your insurance documents: cancellation cover, damage waiver and, for long-haul destinations, assistance and repatriation.

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 documents for my charter? Ideally at the time of booking: the sailing resume the same day and the crew list within the next 48 hours. A visa or travel authorization, on the other hand, should be arranged several weeks before departure.

Which identity documents do I need for a charter?

As a US traveler you will need a valid passport, whatever the destination. The most common pitfall is validity. For travel to Europe and the Schengen area, your passport should have been issued within the last ten years and be valid for at least three months after the day you plan to leave. Many countries outside Europe ask for at least six months' validity beyond your return date. Check this when you book, as renewing a US passport usually takes several weeks (currently around six to eight weeks for routine service); an expedited service is available for an extra fee.

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

Special case, the Caribbean: Martinique is French and therefore EU territory, so sailing from Martinique toward 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.

Heading to Europe: for now, US travelers enter the Schengen area with a valid passport and no prior authorization. From late 2026, the EU plans to require ETIAS, a quick online travel authorization (about 7 euros, valid for three years); the biometric Entry/Exit System (EES) is already in use at EU borders. Check the latest rules before you travel.

Do I need a license to charter a boat?

To bareboat charter, that is to sail without a skipper, you generally have to show proof of competence. In the US there is no federal boating license, so charter companies ask for a sailing resume and recognized certifications such as ASA or US Sailing; abroad, an International Certificate of Competence (ICC) is often required. With a professional skipper you need none of this. Proof of competence becomes essential as soon as you operate a sailing yacht abroad, or a powerful motorboat (in France, a license is required above 6 hp, about 4.5 kW). Whether it is required therefore depends on the boat and the destination.

When is no license required?

No license 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 license to helm a sailing yacht (provided you can show enough experience on comparable boats).
3.  If you charter a license-free boat, such as a houseboat or a license-free canal boat.

Can I charter a sailboat without a license in the US? There is no federal boating license in the US, though many states require a boater education card. To charter a boat, however, the company will still ask for proof of experience, a sailing resume and certifications such as ASA or US Sailing. If you do not have them, the simplest option is a skippered charter.

When is a license required?

Proof of competence (a recognized certification such as ASA, US Sailing, an ICC, or an RYA qualification) is required in two cases:

1.  When you operate a powerful motorboat (in France, above 6 hp / about 4.5 kW), 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 required. Recognized certifications, such as ASA or US Sailing credentials, an International Certificate of Competence (ICC) or an RYA qualification, are generally accepted, but acceptance depends on the sailing area, so always confirm it with the charter company and the local authorities.

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

If you earned your certification recently, or plan to take the exam just before departure, the pass certificate lets you sail while you wait for the official document. Whether a license 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. Filovent bears no liability if you arrive without the correct documents on departure day.

Is the VHF radio certificate required?

A marine radio certificate is required in certain destinations. In Croatia it is mandatory and noted on your contract: at least one person aboard (not necessarily the one at the helm) must hold a valid radio operator 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 part of your boating license, it is a separate document. In the US, recreational boaters need no VHF license for domestic trips, but for international voyages and many foreign charters you need an FCC Restricted Radiotelephone Operator Permit, and the boat needs a Ship Radio Station License from the FCC. Abroad, this qualification is often referred to as the SRC (Short Range Certificate). Look into it well in advance.

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

A sailing resume is a document that summarizes your sailing experience: the types of boat you have operated, the areas you have sailed, the nautical miles you have logged and the certifications you hold. You submit it through your Filovent client area at the time of booking, together with your certificates. 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 operated a comparable boat. If you have only sailed 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 150 to 250 euros per day, depending on the destination).

Not booked your boat yet? Find your boat with Filovent and prepare your documents right afterward.

Why is the crew list required?

The crew list is required 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.

Fill in the crew list yourself in your client area: this is required for insurance and liability reasons, and it cannot 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 documents to the authorities in time.

A concrete scenario: if you board on a Saturday without a validated crew list, you risk several hours' delay, or even having to leave on Monday and losing up to two days' sailing. The harbor 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 deductible 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 summarizes 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 sailing certification or ICC, a VHF radio certificate aboard, your sailing resume and a complete crew list, stamped by the harbormaster before you sail; the boat also carries a navigation permit (vignette). Get them ready when you book your yacht charter in Croatia.

Not chosen a destination yet? Browse our boat charter destinations and prepare your paperwork right afterward.

To charter abroad, some companies ask for a translation of your sailing certification. Check this at booking time with our concierge service, and they'll take care of it before departure.

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 authorization (Visa or Mastercard), and it typically ranges from 1,500 to 5,000 euros depending on the type and size of boat. Bring a card with a sufficient limit, ideally in the name of the person operating 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 zip up your bag, check that you have:

1.  A valid passport for every crew member, including children and babies.
2.  Your sailing certification or ICC and, where required, your VHF radio certificate, as originals.
3.  Your sailing resume 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 or travel authorization 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 license required?: every case depending on the boat and the destination.
•  The VHF radio certificate: where and how to obtain it.
•  The crew list: why it is required and when to complete it.
•  Passport validity: the six-month rule.
•  Passport expiring soon: what to do if yours is close to expiry.
•  Translating your boating license: 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 at +1 332 378 9848.

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