Article by Tor Pinney                                                                                                                           Back to Outfitting Checklist List

                  

DOCUMENTS AND OFFICIALDOM CHECKLIST
© 2011 Tor Pinney All Rights Reserved

Adapted from my book, “Ready for Sea! – How to
Outfit the Modern Cruising Sailboat” (Sheridan House)

 

One potential snag in paradise is dealing with the regulations and representatives of the various governments whose countries we visit. Each time we "clear in" or "clear out", we must learn and comply with a new set of rules and paperwork. Customs, immigration, the port captain, the police, the national guard, the army, the navy and all the king's men want forms completed in triplicate, signatures, stamps, fees and taxes; and above all, respect. I have met many pleasant officials who, when approached with a friendly greeting and a respectful attitude, are polite, everyday people content with a secure, low-paying and often dull job. However, there are a few out there - small men in big uniforms - who will dislike (or resent or envy) you for your apparent wealth, your skin color, your nationality, your yacht, or whatever. They can make a sailor's life miserable in a hundred tedious ways. We must do our best to mollify them by presenting all ship's papers in proper order, along with a diplomatic (if not humble) demeanor.

Make photocopies of all your important papers, especially passports and ship's documents. Keep one set of copies aboard, wrapped in plastic and stored in the survival kit, or at least stored separately from the originals. Leave another set with a friend, relative, or agent in case you need them forwarded quickly. You can't imagine the hassle this will save if the original documents are ever lost or stolen.

Carry plenty of small denomination bills when you cruise, both in the most commonly accepted industrialized nation’s currency (US dollars in the Western Hemisphere), and in the currency of the country you’re visiting. Small bills are the most common means of exchange for daily goods, but often the least available outside major ports of call. 

One other thing. The postal systems of some third world countries range from slow to impossible. It’s a good idea to carry a supply of your home country’s postage stamps aboard. You can often find a sympathetic, homeward-bound tourist, or a fellow cruiser flying back for a visit, who is willing to take your mail to post once they arrive. However, it is unfair to ask a stranger or a casual acquaintance to carry back a package for you.

Important Papers List

Always carry the following aboard your boat:

Ship's Log recording, at least, dates and times of departures and arrivals from port to port, weather observations underway, and notable events occurring aboard or pertaining to your vessel. (I use a thick, lined, hardcover Records book purchased at an office supply store.)

• Ship's Registration or Official Document proving ownership

• Notarized letter of authorization permitting you to be operating the vessel if you are not the owner of record (or if the boat is registered to a corporation)

• Valid passports for everyone aboard

• Visas for all crewmembers, obtained in advance for those countries that require visitors to obtain visas prior to arrival

• International Immunization Certificates for everyone aboard, showing up-to-date inoculations for countries that require it

• Crew List, listing each person's name, address, passport number, and position aboard (captain, crew or passenger). If your crew remains the same during the cruise, make up copies in advance to hand over to, and sign in front of, the official requiring it in each port.

• Official clearance from your last port of call when available and/or required

• List of all firearms aboard stating make, model, serial number, and the exact amount of ammunition on board for each gun. Also, proof of ownership and/or home country registration.

• Proof of financial solvency for countries that require it, such as a bank statement, or cash, or traveler's checks

• International Health and Vaccination Certificates for any pets aboard, and in some cases, prior written permission from the host country's consulate for the pet to visit

• Cruising permit and all other required forms of the host country, issued by them during the entry procedure and retained by you afterwards

• Ship's VHF radio call sign and station license. Americans can obtain this in the United States from the FCC in Gettysburg, PA

• SSB and/or ham radio licenses, if you have them

• Current list of your native country's embassies and consulates around the world, and those of each crewmember of a different nationality, including addresses and phone numbers.

~ End ~

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