How Does the Charter Yacht Handover Process Work?

With full confidence, we can say that good preparation, from the moment of booking all the way to your arrival at the base, makes the entire process much easier. We advise you to bring the boat rental or charter agreement, the voucher for boat pick-up, a valid skipper’s license, a VHF license, and personal identification documents for all crew members.

From experience, we know that guests often forget to announce their exact arrival time at the base. We recommend doing this in advance, as it allows the handover time to be adjusted where possible. Regular check-in is most often scheduled between 4:00 pm and 6:00 pm.

We have noticed that guests who arrange an early check-in in advance, with an additional fee, usually take over the boat around 1:00 pm. This means their boat is among the first to be cleaned and prepared, allowing them to start their cruise earlier.

Once you arrive at the base, we advise going first to the charter company’s office. This is where the final paperwork is completed. From what we know, this part often causes nervousness among guests, but in practice it is relatively quick if all documents are ready.

It is necessary to present the original skipper’s license and VHF certificate if you meet the requirements to operate the vessel yourself. If you have also hired a skipper, this is not required. You must also collect the certified crew list, and pay the security deposit or, if available, arrange deposit insurance. We have noticed that more and more guests choose deposit insurance, as it gives them an additional sense of security.

If you arrive at the base by car, from our experience the base staff will help you find a parking space, provided it has not already been booked in advance. We also recommend arranging this detail ahead of time to avoid unnecessary stress.

After the paperwork is completed, you go to the boat together with a representative of the charter base. This is where the most important part begins – the boat inspection. We confidently state that this step deserves maximum attention.

Together with the staff member, you go through the inventory list and check all equipment, as well as the general condition of the boat. We recommend being thorough and asking immediately about anything that seems unclear. From our experience, it is better to spend a few extra minutes checking than to face an issue later.

The inspection of underwater parts of the boat (hull, rudder, propeller, and similar components) is carried out by a diver. They will show you photos taken at the moment of inspection. We have noticed that this part often gives guests extra confidence, as they have a clear insight into the actual condition of the boat.

If any deficiencies are noticed, from our knowledge they must be resolved or at least recorded in writing before departure. Only when both sides agree do they sign the inventory list. We can say with certainty that a properly checked, agreed, and signed inventory list is the foundation for a smooth and enjoyable holiday on a rented or chartered boat.

Over the years, we have seen many different situations, but one thing is always the same: any problem or malfunction must be reported immediately. Throughout the entire rental period, you will have contact details from the charter base for technical support and possible interventions.

From our experience, we advise guests that the most important step is to immediately contact the responsible person at the charter base, most often the charter base manager. They decide whether the issue can be resolved by phone, by sending a service boat to the location, or whether the vessel needs to return to the base.

As an agency, we are always available for additional help and advice, but we firmly state that direct communication with the base is crucial for a fast and effective solution.

The return of the boat to the base after the rental or charter is regulated by the rental agreement and the general charter terms. From our experience, the most common contractual obligation is to return the boat the day before, in the afternoon. This allows sufficient time for inspection, cleaning, and preparation of the boat for the next rental.

If a morning return on the handover day has not been agreed in advance, it is only exceptionally possible to arrange such a return later. This may be the case, for example, if the boat is not going directly into another charter, or if weather conditions and distance allow a safe early-morning arrival at the base. However, from our knowledge, approval for such an arrangement must be confirmed in advance by the charter base manager; otherwise, it will be considered a breach of the rental agreement.

Check-out is therefore carried out either on Friday afternoon or on Saturday morning, depending on the contract.

One of the most common recommendations we repeat is this: refill the fuel and water tanks before returning the boat. If you do not do this, the charter company will do it for you and issue an invoice not only for fuel and water, but also for the refilling service itself.

We have noticed that some guests arrange an additional fee for this service in advance, when possible, thus avoiding waiting at the fuel station. In that case, they only pay the actual fuel cost, which saves many guests time and nerves.

During check-out, the inventory list is reviewed again, and the condition of the boat should match what was recorded at check-in. The inspection of underwater parts is once again carried out by a diver, who compares the condition with what was documented at handover.

If there are any damages, deficiencies, or issues that occurred during the cruise, from our experience it is extremely important that everything is recorded in writing on the inventory list and agreed with the charter base representative. After that, both sides sign the list, which becomes the sole basis for any potential claims.

We strongly advise that the condition is agreed and signed while you are still at the base. Any attempts to change a signed check-out list afterward, from our knowledge, cannot be considered credible. We consider this point extremely important.

We know that guests often want to board as quickly as possible and head out to sea, but from our experience it is always better to thoroughly check and test everything. The same applies when returning the boat.

The most important advice we can give is this: carefully inspect everything together with the base staff member and make sure you both sign that you agree with the recorded condition – both at pick-up and at return. This is, with full confidence, the recipe for a calm, relaxed, and successful boat rental or charter.