Get your Paperwork in order

When planning to go cruising abroad, along with doing your research on the countries and ports that you plan to visit [see documents and other considerations when cruising abroad], you will want to get your cruising paperwork in order.

Here we break down common cruising paperwork into sections and provide descriptions, plus include a useful checklist at the end.

Keep your cruising paperwork neat and tidy in a waterproof folder. Have several copies of regularly requested documents printed and available to provide to officials when needed. 

Retaining back-up copies of all important paperwork is also important. Digital and hard copies should be stored on your boat, in the “cloud” and/or with trusted land based, emergency contacts. Remember to consider emergency and contingency planning when cruising. 

Skipper and Crew Documents

Passport:

Most countries require that your passport expiry date be no less than 6 months after the date of entry. Make sure you have sufficient blank pages for passport stamps.

Print out clear colour copies of crew passports and store them safely with cruising paperwork and in your ditch bag.

It is often helpful to have recent passport-sized photo(s) of each crew member, should they be needed. An extra colour printed copy of passports can also be useful for carrying around in countries where ID checks are regularly required.

Crew List:

Crew lists are often requested by authorities when clearing into or out of a country.

A crew list should include the following details for all crew (including the skipper):

– Full name
– Date and place of birth
– Nationality
– Passport number
– Date of expiry of the passport

Some countries may have a specific crew list they will want you to fill in. The IMO FAL Form 5 is a useful template provided by the International Maritime Organization.

Store several printed copies of the current, complete crew list with your boat documents. Print additional copies, as needed, to refill your stock, as copies get handed over to authorities or changes occur.

Competence Certificate:

An International Certificate of Competence (ICC), or some official document showing the competence of the person in charge of the boat, is now required by officials in many countries.

Whilst your home country may not require such a certificate, it is worth getting something before you start cruising to avoid surprises.

See Obtaining an International Certificate of Competence (ICC) for more details.

Store an original (or high-quality print out) of your certifications with your cruising paperwork.

Proof of Medical Insurance:

Have copies of personal medical insurance coverage for all crew and any medical evacuation coverage with your cruising paperwork.

Some places will require that you have these coverages for traveling in the country, others will not require it. Having it close at hand ensures you are prepared should such documentation be requested or if an emergency for any crew member or the skipper should occur.

It is additionally helpful to have the names and contact details of who should be notified for all crew in case of a serious medical emergency. This ensures you don’t have to go digging for this information if the worst should happen.

International Vaccination Record (Proof of Vaccination):

Some countries may want to see international vaccination records for crew members. This has largely gone away, unless you are traveling somewhere where yellow fever is a concern, like in some African countries.

Research what vaccinations are required for the country you are visiting and any health endemics, epidemics or pandemics you should be aware of through the CDC website.

If you are over 60 or have other health issues that make having a yellow fever vaccination unadvisable, then obtaining a “Certificate of Medical Contraindication to Vaccination” form is a useful precaution when planning to visit a country where a yellow fever certificate is required.

Certain other categories of people are also usually exempt from the vaccination requirement, such as infants under the age of one, pregnant women, and anyone allergic to eggs. Should any of these apply to you or your crew, having these documents with your cruising paperwork ensures they are close at hand if needed.

Prescription Medicine List for Crew-members:

All crew should carry a list of any medication taken and provide it to the skipper when joining a boat. A prescription or a letter from a doctor specifying the medicine and why it is taken, should accompany any medicines containing powerful narcotics or habit-forming drugs, especially those used by a member of the crew on a regular basis, such as heart and blood pressure medication, diuretics, tranquillisers, anti-depressants, stimulants or sleeping tablets.

Boat Documents

Vessel Registration Certificate:

It is an international requirement that all vessels outside of their home waters are properly registered. In some countries, yachts can be registered within their state or region or part of the national registry. Documenting the vessel at the national level is preferable, where possible, when cruising abroad.

Have your original Vessel Registration Certificate (sometimes known as Certificate of Documentation) with your cruising paperwork. This document is regularly requested by authorities when conducting check-in formalities.

Note: Many countries expect to see the original and may not want to accept a copy. At the same time, many yacht registration certificates have now gone digital. Printing off a high-quality copy (colour copy recommended) and placing it in a protective sleeve, helps to avoid most questions.

It is important to protect this critical document and to store additional copies as back up.

Proof of VAT Status (Bill of Sale):

Any documents that show VAT status should be retained and held available for presentation, upon request by the authorities. Often the proof of tax or VAT status will be in the ownership records, such as the bill of sale, it is therefore useful to keep these documents with your cruising paperwork especially when cruising in the area where the taxes, duties or VAT have been paid.

If cruising in Europe with an EU registered boat, then a certificate showing that VAT has been paid will need to be retained and the authorities will ask to inspect the document.

Boat Insurance:

There are many types of insurance options available for yacht owners. Owners may choose to fully insure their yachts as they may represent an expensive asset, while others may forgo insurance as the boat is old or not of significant value. Research will need to be done to understand what the requirements are of the area(s) that you plan to sail.

When cruising abroad, it should be understood, that many countries and marinas may insist on a minimum level of third-party insurance. E.g. Australia and some Mediterranean countries.

In some places, you may also need to have coverage for environmental risks. This will likely include coverage for environmental clean-up costs and any damage to the environment from accidents or natural disasters. These policies typically cover the cost for clean ups from oil and/or fuel spillage. In some places there may also be a need for specified wreck recovery coverage required.

Also, there may be an additional requirement such as a translation and/or a reciprocal arrangement with a local insurance company.

Yacht Insurance companies often understand the requirements of certain cruising areas and can help advise you on minimum coverage. They also may have a translated summary of coverage page available by request. It is important to work closely with agents, do your research and ask fellow cruisers about their experiences and recommendations.

Be sure to carry all original (or high-quality printout) insurance document(s) along with policy coverage summaries, dates, and receipts of payment. Summary data about your policy coverage, including translations where needed, should be stored with your cruising paperwork.

Liferaft Certification:

Yachts that cruise offshore typically have a liferaft aboard. It is highly recommended to keep any associated certification documents in your cruising paperwork files.

While this document is not regularly requested by authorities, it could be requested in a boat or safety inspection which are common in some countries.

Dinghy HIN Record:

A dinghy is an important part of any cruiser’s boat as it provides you a means to get to shore from a spot at anchor. The rules on how you manage and register your dinghy vary by the country your vessel is flagged under.

As this is another vessel that you are bringing in and using while visiting a foreign country, it is important to have documentation that shows you are the owner of this extra vessel that you are carrying around with you.

The Dinghy Hull Identification Number (HIN) Record is a typical record that sailors will have for their dinghy. There may be additional document that you possess to prove that the dinghy is yours, such as, proof of ownership or registration information. Keep all of these together and with your cruising paperwork.

Waste Management Plan:

There are strict rules about where waste can be dumped overboard and most countries have requirements that boats over a certain size carry a written waste management plan, stating how you deal with the collected waste onboard. This document can be basic and a short paragraph that explains how waste is handled, who is responsible for it and where it is disposed.

It is recommended that you keep your plan in your cruising paperwork. Sample Waste Management Plans can be found online. Boat U.S. Foundation has 2 sample plans that are easily downloaded and can be tailored to you and your boat.

Radio and Electronics Documents

Radio Station Authorization (Radio Broadcast License):

When operating a vessel internationally, you will need to obtain your ships callsign and MMSI number through your countries Station Authorization Process to obtain a License to Broadcast.

Maritime Mobile Service Identities (MMSIs) are nine-digit numbers used to uniquely identify ships and coastal radio station. MMSIs and Radio Call Signs are regulated and managed internationally by the International Telecommunications Union in Geneva, Switzerland.

If you have a marine radio with DSC capability, you must obtain a nine-digit maritime mobile service identity number, and have it programmed into the unit before you transmit. Each vessel requires only one MMSI number. The first three digits of an MMSI indicate the issuing country.

MMSI Numbers are used in marine radios with digital selective calling (DSC); automatic identification systems (AIS); and INMARSAT B/C/M terminals.

Although Radio Station Authorization Licenses to Broadcast, may not be regularly checked, it is advisable to have this printed and with your cruising paperwork.

Radio Operator Permit:

A radio operator’s license, whether for VHF, HF or amateur radio, is required in most countries. At least one crew member aboard should have this license to legally transmit on the applicable radios, including the VHF radio.

Some cruising yachts carry a Single Side Band (SSB) radio. SSB can be marine, ham or both. Marine SSB allows communication to the Coast Guard, high seas telephone service and email through sail mail as well as the chance to talk to other marine SSB radios and is typically covered by the same radio operator permit that allows for VHF transmissions. Ham operators, on the other hand, will need an additional ham radio license to operate and broadcast.

In some countries, ham stations can only be used legally if the operator is in possession of a reciprocal license issued by the country concerned. In most places, this is a simple formality and costs a small fee. In a few countries there are strict restrictions on the use of any radio equipment while in port, while in others, such as Thailand and New Zealand, the use of portable marine VHF radios on land is forbidden.

Although this is rarely checked having applicable Radio Operator Permits printed and with your cruising paperwork ensures it is available should it be requested.

406 MHz Beacon Registration (EPIRB / PLB / SARSAT):

You should register any 406 MHz beacons that you carry aboard your vessel with your home country.

Common examples of these type of devices are: Emergency Position Indicating Radio Beacon (EPIRB), Personal Locator Beacon (PLB), Search and Rescue Satellite Aided Tracking (SARSAT) devices.

While these documents aren’t likely to be needed when performing clearance formalities, they could be checked in a safety inspection which does happen in some countries.

Country Specific Documents

This section includes additional documents that you might accumulate over time and will be necessary to cruise in some countries. These documents will be held with your cruising paperwork when they are applicable. Some will only apply while you are cruising that country and may be swapped out or turned over to authorities when conducting clearance formalities.

Clearance or Entry Document:

When clearing-in to a new country, you are typically provided with some type of receipt of payment, registration or customs document. This varies from country to country. It may be minimal or even an electronic document.

It is best to keep any of these types of documents together with your cruising paperwork should any authorities have any question about whether or not you have appropriately cleared-in to the country. In some countries, there will be specific additional documents (outlined below) that will also be needed.

Temporary Importation Document:

The entry of the boat into a foreign country has separate rules to those of the crew. Temporary Admission (TI) is a Customs tax relief regime that enables visiting yachts the ability to enter a foreign country for a limited time without having to pay VAT (or other taxes / duties) on the value of the yacht.

The EU has TI for 18 months, in New Zealand it’s 2 years and in Mexico foreign yachts can move in and out of the country for up to 10 years. In most countries where TI is applied the paperwork will be carried out on arrival, however in some countries it is mandatory to apply in advance (NZ for example).

In most countries, if you leave your boat “de-commissioned” (i.e. out of the water on the hard) while flying back home or elsewhere, the TI clock can be paused in your absence.

Any papers that show the TI status of your vessel should be kept with your cruising paperwork so that they can be shown to authorities whenever requested. It is not uncommon for a customs agent to stop by and review this paperwork in any number of countries.

Cruising Permit:

In some countries, visiting yachts are subjected to special regulations or restrictions concerning their movement. There are various reasons why restrictions on cruising boats are imposed, the main reasons being the protection of remote communities from intrusion, the preservation of natural parks and reserves, or the wish of authorities to keep foreign sailors away from sensitive military areas.

In most places if a cruising permit or transit log is required, it is issued at the first port of entry. There is usually an associated fee. This should exempt you from having to undergo formal entry and clearance procedures at all but the first port of entry. However in Greece, the “transit log” for non-EU boats must be presented in every port to the port police.

Other countries require a cruising permit to be obtained in advance. Some examples are Ecuador, Galapagos, Palau and Indonesia. These normally should be applied for 4-6 weeks prior to your intended arrival so be sure to do your research early.

Any country that requires a cruising permit, may stop to check that you have the permit on your boat and available for inspection making it another value document that should be readily available.

Clearance or Exit Document:

This is the document which is (or should be) issued to show that a boat has left a previously visited country (or your home country) legally. It is often called a ‘zarpe’.

When checking into the next country, most countries will expect to see this document proving that you properly and legally cleared out of the country that you last visited.

Some countries do not issue exit zarpes as a matter of routine (e.g. USA) so some planning will be required if your destination country will not permit entry without one.

Additionally, as countries move to more digital clearance paperwork, it is advisable to understand if the digital paperwork needs to be printed out for the next country you will visit. If in doubt and you have a printer on board, it is typically best to print the document and have it available should it be requested.

Exit documents are surrendered to the next country authorities at check in typically, so if you want to keep a copy for your records, you should scan or take a photo of it before clearing in to the next country.

Bio-Security Certification / Maintenance Log:

Some countries are tightening restrictions and Biosecurity measures. You may find that you need to produce documentation, maintenance log records or certificates. These documents vary and typically cover the last time the boat hull was cleaned or anti-fouled and with what product(s).

Australia, New Zealand and Galapagos are some example countries that continue to review and update their Biosecurity measures. Review the Noonsite Biosecurity section on countries that you plan to visit for the latest information.

Maintaining a log of your anti-fouling records and keeping a copy in your cruising paperwork along with any certificates will be useful, especially in the Pacific cruising grounds.

Gray / Black Water Pump Out Log:

This is another area of environmental concern with tightening restrictions. Most countries do not require a log, but may request information as to the size of any holding tanks.

Turkey (for example) requires that you have holding tanks in order to visit certain places and further requires that you maintain a record of when your gray and black water tanks were last pumped out.

Plan to keep any of these required records in with your cruising paperwork, so that they are available when requested or for inspections.

Additional Documents

Your paperwork will likely vary depending on your country of origin.

Some of these documents you will have and some you may collect along your travels that become part of your cruising paperwork.

Ship’s Offshore Medicine Chest Inventory:

When cruising offshore, it is advisable to have a stocked medicine chest. This often means holding medicines that are controlled in some countries such as antibiotics and strong pain killers. It is therefore advisable to hold a list of medications that you have aboard and in your ships medicine chest.

As a part of your inventory list, you may also need to hold medicines in reserve for any crew members that take prescription medications. Their paperwork (see Prescription Medicine List for Crew-members in the Crew Section of this article) may become an attachment to the Boats Medicine Chest Inventory list and should all be held together in your cruising paperwork.

Satellite Phone Number:

It is useful to have a note of any Satellite Phone numbers on board for easy reference when filling out clearance paperwork. Your satellite phone number, if you have one, is sometimes requested by the authorities so that they can reach you while you are cruising in their territory.

Emergency Contacts:

It is good practice to hold Emergency Contact Information for any crew members aboard, including the skipper. This provides an easy reference when filling out clearance paperwork or for the crew aboard should anything happen to any member of the crew.

Vessel Measurement Record:

If your vessel undergoes any official measurements, you will want to keep that official record with your cruising paperwork. This might include rating and handicap measurements or canal measurements.

If transiting through the Panama Canal, you will be issued a Ship Identification Number. This number can then be used in any subsequent transits of the canal and means that the vessel does not need to be measured again. This paperwork belongs to the vessel and can be transferred to subsequent owners.

Local Registration Document:

Depending on the scheme in your home country you may have additional papers, registrations, licenses or certificates that you want to hold together with other critical cruising paperwork.

Import Status in Home Country:

If you travel overseas and away from your home country, your boat may have previously visited your home country or may not have ever been in your home country. Any documents that show taxes, duties or import status should be retained for future use when the boat returns to the home country.

Nice to Have Extras

Boat Stamp:

This is like the boat’s signature and can be used on all official documents (much easier than signing). While not required in many cruising grounds, a boat stamp is mandatory in some countries (e.g. Indonesia).

Boat stamps are greatly appreciated in some cruising grounds, such as the Pacific, and can be useful to have on board. A rubber / ink stamp often carries a certain authority.

A boat stamp should show the name of the boat, registration number, hailing port, flag state, etc. They are largely personalised with many examples online.

Carbon Paper:

Having some Carbon Paper is extremely useful in the places left in the world that require you to fill out forms in triplicate (or more). This saves you from writing on multiple forms, just remember to make sure that the paper is working through the sheets.

Extra Blank Paper:

Extra blank sheets of paper are useful in case you need to make some notes, to leave notes, or to pass some important information to another cruiser.

Pen(s):

Having a pen or two with your cruising paperwork will ensure that you are prepared and do not need to borrow a pen from the authorities. You might be surprised how often they really don’t want to let you use their pens!

Other Considerations

Useful To Have Back on the Boat:

Having a printer and / or scanner will save time and effort finding a copy shop ashore and makes life easier when you have to e-mail advance notice of arrival and various documents.

Pets:

It is recommended to have Pet Documents together and organized. This information is best kept in a separate folder as the authorities that process pets are often separate to Customs and Immigration Officers.

Cruising with a pet on board is not easy, so think very carefully about doing so and ensure you know the rules. Some countries will simply not permit pets to go ashore and others may require a quarantine. There are countries that will want an import permit arranged in advance, which can be costly and time consuming. While other countries are happy with an up to date EU pet passport or other proof that your pet has all their vaccinations and is healthy.

Some good resources to learn more about cruising with pets can be found on the Noonsite Pets page and each country formalities section includes pet information.

Remember

To find out what documents are required for the next country you plan to visit, visit Noonsite and consult the Formalities sections for the country you plan to visit.

Noonsite has a dedicated team updating the site information regularly. If you are uncertain, e-mail the team (noonsite@noonsite.com) to double-check the latest rules.

Checklist

Noonsite Cruising Paperwork Checklist is our accompanying checklist to this document. The checklist is provided to help cruisers ensure they gather all common cruising paperwork for clearing in to and out of foreign ports. 

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