Turkey is one of the busiest refit destinations in the Mediterranean, with experienced yards and craftsmen from Istanbul to Antalya. For owners who live abroad, the challenge is rarely finding a yard; it is managing the project from a distance. Specifications drift, extra work appears, and decisions are made on the phone without records. An owner’s representative keeps the project under control. This guide explains what that role involves and why it usually pays for itself.
1. Baseline: know the boat before you plan
A refit starts with a clear picture of the boat’s condition. A baseline condition survey identifies what must be done for safety and reliability, what should be done soon, and what is optional. It prevents spending on cosmetics while a structural or systems issue waits.
2. A specification the yards can price
Vague requests produce vague quotes. The specification sets out each item: scope, materials and equipment, methods and how the work will be checked and accepted. It is the technical appendix of the contract, and it is what allows yards’ quotes to be compared line by line.
3. Tendering and comparing quotes
The same specification goes to several yards. Quotes are compared item by item: what is included, what is excluded, what materials are proposed and what the timeline is. The cheapest quote often excludes the most. See our boatyard checklist.
4. The contract
- The specification as an appendix,
- Payment stages tied to completed and inspected work, not calendar dates,
- A change-order procedure: extra work only with written approval and a price,
- Timeline and what happens with delays,
- Workmanship warranty,
- Insurance and responsibility while the boat is at the yard.
See our refit proposal sample for a structure.
5. On-site supervision
The representative visits at agreed stages and at hold points: before laminate is covered, before cables are hidden, before tanks are installed. Materials are checked against the specification, and each stage is documented with dated photos. The owner receives regular reports on progress, issues and budget.
6. Change orders
Every refit uncovers surprises once panels come off. That is normal. What matters is that each extra item is described, priced and approved in writing, with its effect on the schedule. Verbal approvals are the main source of disputes at the end of a project.
7. Budget tracking
At each payment stage, completed work, approved extras, remaining work and the forecast total are summarised. The owner sees overruns early, while there is still time to decide. Our refit budget calculator gives a first estimate.
8. Commissioning and sea trial
When the work is finished, every system is run at the dock: engines, generator, electrical panel, charging, pumps, plumbing and electronics. The sea trial is then carried out against agreed criteria: engine performance, temperatures, charging, vibration, steering and systems under load. Snags go onto a punch list; the final payment follows when the list is closed.
9. Handover file
At the end, the owner receives a file with the list of work done, equipment manuals and warranties, updated wiring and plumbing diagrams, and the photo record. This file supports future maintenance and resale value.
Why it pays for itself
- Comparable quotes and fewer hidden exclusions,
- Extra work controlled and priced before it is done,
- Problems caught before they are covered up,
- A sea trial that tests the work, not just the engine start.
See our refit consultancy page for scope and how we work.
Common refit mistakes an owner’s representative prevents
- Starting work without a baseline survey and paying for cosmetics while structural issues wait.
- Accepting a quote that looks cheap because it excludes key items.
- Paying by the calendar rather than for completed work.
- Approving extras by phone with no record of scope or price.
- Skipping commissioning and going straight to sea trial, or skipping the sea trial altogether.
Choosing the right time of year
Many owners plan refits for the winter, when yards are busiest. Booking early secures yard space and the craftsmen you want; starting the specification and tender in late summer gives time to compare quotes properly before work begins.
Frequently asked questions
Is the representative on site every day?
Usually not; visits are planned around stages and hold points, with the frequency agreed in the contract.
Does the representative work for the yard?
No. The representative works for the owner and is independent of the yard.
When should I appoint one?
Ideally before the specification is written; that is where most savings are made.