A refit is finished not when the yard says so, but when the boat has been tested at sea and the snags closed. Acceptance is the basis for the final payment; acceptance without criteria written in advance is acceptance open to argument.
Acceptance criteria are written in advance
For each item the contract should say what counts as done: maker's values, the reading to be taken, the visual standard. For example: "after the engine replacement, rated full-load rpm is reached; coolant temperature and oil pressure within the maker's values".
The post-refit sea trial
- Final check ashore. Before launch, seacocks, stern gland and new through-hulls are checked.
- First hour on the berth. After launch, a leak check; the bilge is watched.
- Readings at sea. Replaced systems are tested under load; values recorded by rpm.
- Snag list. Defects gathered in one list with photos and locations.
- Closing out. Each item is rechecked and signed off when fixed.
Handover file
What to receive at acceptance: a list of work done, materials used and their data sheets, manuals and warranty papers for new equipment, an up-to-date wiring diagram, and the sea trial records.
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- Handover file and warranty: After acceptance.
Keeping the snag list
The snag list is acceptance's most practical tool. Each item is numbered and written with location, description and photo, alongside the person responsible and the close-out date. When fixed, it is rechecked, marked closed and a close-out photo added. Both sides hold the list and go through it at every meeting.
Items are sorted by importance: those affecting safety must close before handover; cosmetic items can be given a reasonable time. Holding part of the final payment until the list is closed makes sure it actually closes.
What to watch in the first season
The first season after a refit is when the work is tested in real use. New connections, rebedded hardware, replaced hoses and valves are checked often in the first weeks. After an engine overhaul, the run-in instructions are followed and the first service done on time. Any defect in this period is recorded with date and photo as a warranty notification.
Why independent acceptance?
When the yard says the job is done, a party checking its own work is naturally limited. An independent acceptance inspection measures against the contract criteria, runs the sea trial and keeps the snag list neutral. If a dispute arises between the parties, it also provides a record based on measurement.
Documents at acceptance
Acceptance is complete only when the handover file is received. Missing wiring diagrams or warranty papers are listed on the snag list like any other defect.
The acceptance document
Acceptance ends with a short document signed by both parties: acceptance date, sea trial result, open snag items and their close-out dates, the list of documents handed over and the warranty start date. If items remain open, the payment held against them is shown on the same document. It is the single record of what was received when, for the warranty period.
Acceptance day should not be rushed. Setting aside a whole day for the sea trial, the snag list review and document handover prevents most later disputes.
Everything signed at acceptance should match what was measured on the day.