A survey shows the boat's condition; the documents show who the boat is. If the two do not match, the problem is in the transaction, not the boat. Asking for the papers before the survey lets them be checked against the boat on site.
Identity and ownership
- Registration certificate: name, owner, dimensions and engine details, checked against the boat.
- Hull number (HIN/CIN): the 14-character number at the top starboard corner of the transom. It must match the papers.
- Seller's authority: signing authority if company-owned; power of attorney if sold on someone's behalf.
- Mortgages and encumbrances: a current record from the port authority where the boat is registered.
Compliance and technical documents
- CE / RCD declaration of conformity and builder's plate: design category, maximum persons and load.
- Engine serial numbers and service records: hours, oil, impeller and belt changes, dated.
- Maintenance and refit invoices: especially osmosis, rig, engine and electrical work.
- Most recent survey report: if there is one, its findings are checked on site to see whether they were dealt with.
- Liferaft, extinguisher and gas system service certificates.
Insurance and history
Ask for the current policy, claims history and repair records. On an ex-charter boat, ask about intensity of use and the maintenance regime as well.
Foreign-flagged boats
Transit log, flag state registration and, for EU boats, evidence of VAT status. VAT status directly affects use of the boat in EU waters.
Warning signs
- Numbers do not match
- If the HIN on the hull differs from the papers, stop until the reason is explained.
- No service records
- High engine hours without records call for compression and blowby readings.
- Seller not entitled
- If the boat is registered to someone else, no deposit before the authority is seen.
- Undocumented repairs
- Signs of repair on the hull without paperwork mean that area gets extra moisture readings and sounding.
When to ask for the papers
Asking for documents before survey day saves time on site. With the registration and hull number in hand, the surveyor checks the number on the transom against the papers in the first hour. If engine serial numbers and service records have been seen beforehand, it is clear which values to watch on the sea trial.
If a seller is reluctant to share documents, there is a reason, and asking what it is is the buyer's right. Work with no paperwork appears in the report as "not verified"; that is not a verdict of a defect, but a record that the information is missing.
Reading service records
Service records are the story of how the boat has lived. A few things are enough to watch:
- Regularity: were oil and filters changed at intervals, or are there gaps of years?
- Engine hours: do the hours in the records agree? A record where the hours go backwards needs explaining.
- Repeated work: if the same part was replaced several times in a short period, the root cause may not have been found.
- Major repairs: invoices and the firm for work such as osmosis treatment, a keel drop or an engine overhaul.
Buying a boat registered abroad
If the boat is registered in another country, the papers look different, in that country's language and registry system. The flag state registration, a current record showing the seller as owner, and for EU boats evidence of VAT status are the basic three. For a foreign-flagged boat in Turkey, the transit log is also requested. For legal checks of documents in a foreign language, consulting a maritime lawyer is a good choice, especially on high-value purchases.
What to receive on handover day
- All keys, lock and safe codes.
- Manuals and equipment warranty papers.
- An inventory: sails, tender, safety equipment, spares.
- Wiring and plumbing diagrams, if any.
If the boat is company-owned or sold by an agent
Many boats are registered to a company. The person signing the sale must then show, with a current document, authority to represent the company. If the boat is sold under a power of attorney, check that it expressly includes the power to sell and has not expired. When buying through a broker, ask whether the broker holds the seller's written authority to sell. These checks protect the transaction rather than the survey, but having them done by survey day speeds up every step after it.