When a refit or new build ends, two things should be in your hands: the boat and its file. The file is the basis for warranty rights, future maintenance and, one day, a sale.
What the file should contain
- A list of the work done and its scope.
- Materials used, data sheets and batch numbers.
- Serial numbers, manuals and warranty papers for new equipment.
- Up-to-date wiring and plumbing diagrams.
- Check point records, photographs and sea trial readings.
Managing the warranty
- Two warranties
- The yard's workmanship warranty and the equipment makers' warranties; periods and terms differ.
- Start date
- The handover or commissioning date, in writing.
- Conditions
- Authorised-dealer servicing, first service timing and usage limits.
- Notification
- A fault is notified in writing as soon as it is noticed, with date, time and photos.
During the warranty
- Record. Every fault and notification in one list.
- End-of-warranty check. An inspection before expiry; defects found are notified within the period.
- Close-out. Every item fixed is closed in writing.
What the file contains
- A list of work done and check-point photos.
- Data sheets and batch numbers of materials used.
- Manuals and warranty papers for new equipment.
- Up-to-date wiring and plumbing diagrams.
- Sea trial records and the acceptance record.
- The open snag list with close-out dates.
What warranty covers
Workmanship warranty and equipment warranty differ. The yard that did the work gives the workmanship warranty; the maker gives the equipment warranty. Which defect falls under which warranty is written plainly in the contract and handover file. The warranty period starts at acceptance.
Warranty notification
Every defect noticed within the warranty period is notified in writing with date and photos. The earlier the notice, the easier the repair and the less room for argument about whether it is covered. Following the operating instructions is a condition of most warranties.
Keeping the file
A digital copy of the handover file is kept aboard and ashore in separate places. Paper aboard can suffer from damp; a digital copy gets you to the document quickly when a problem arises.
At sale
A complete handover file is among the first things a buyer and their surveyor ask for, and it supports the boat's value.
Keeping it current
The file does not end at handover. Services, repairs and new equipment are added over the years, so the boat's whole history stays in one place.
One owner copy
The owner holds the master copy; the yard keeps its own record of the work.
Before the warranty ends
A short inspection shortly before the warranty period ends is a good habit. Defects found then are notified before the period expires, while they are still covered and the yard still has the work fresh in mind.
If a document is missing at acceptance, it goes on the snag list like any defect, with a close-out date.
A well-kept handover file eases warranty, maintenance and sale at once. It takes a few hours to prepare during the work; its absence is felt for years.
An index at the front of the file makes everything easy to find and shows at once what is missing, so gaps are chased while the yard still remembers the job.
Keep that index as the first page of the file, and update it whenever something is added.
Update it whenever something is added, so it always reflects the boat as it is today.