How to Prepare for a Vessel Condition and Valuation Survey: Owner and Buyer Checklists

Owner Preparation Checklist

Owners can prevent most day-of delays by ensuring full access and basic vessel readiness.

• Documentation on board: Current registration, documentation/title (as applicable), marina or moorage agreements (if relevant), and any known liens or disclosures.
• Keys and access: Provide all keys (cabin, engine room, lazarette, deck lockers), key codes, and combinations. Unlock all spaces and remove any personal locks.
• Power and fuel: Shore power connected and functional; batteries charged. Ensure sufficient fuel for engine runs and sea trial.
• Make spaces accessible: Clear pathways to bilges, stringers, tanks, seacocks, batteries, electrical panels, steering gear, and sail lockers. Remove floorboards as needed or have tools ready.
• Declutter: Stow loose gear and personal items that block inspection points (under settees, in lockers, engine spaces). Secure pets and remove hazardous materials that aren’t ship’s stores.
• Owner’s representative: If you will not attend, appoint someone who knows systems locations and can authorize yard movements or basic access needs.

Buyer Preparation Checklist

Buyers benefit from defining goals and lining up logistics early.

• Define objectives: Share what matters to you (e.g., offshore readiness, liveaboard systems, performance under power/sail) so the sea trial and observations focus on your priorities.
• Questions for the surveyor: Prepare a concise list—areas of concern from the listing or your viewing, known prior repairs, moisture history, engine hours, and any upgrades you want reviewed.
• Coordinate with broker and yard: Confirm who schedules the haul-out, travel lift, diver (if used), and sea trial captain. Align time windows so the surveyor can see the vessel in the water and out of the water if both are planned.
• Decision timeline: Know your contingency deadlines so you can act promptly once the report arrives.

System Readiness Essentials

A survey evaluates condition and function. Basic operational readiness helps the surveyor observe systems under normal use without turning the day into troubleshooting.

• Batteries charged: Verify state of charge the day prior. Bring shore power cords and confirm outlets work at the slip or yard.
• Engines serviceable: No known major faults preventing safe start-up. If engines haven’t run recently, consider a brief pre-survey warm-up (with proper ventilation and safety).
• Safety gear present: Life jackets, fire extinguishers, sound/visual signals, and required equipment on board and accessible for verification.
• Tank levels managed: Adequate fuel; potable water and waste tanks at modest levels to allow inspection without overloading. Minimize loose stowage in machinery spaces.

Documentation Readiness

Organized records help the surveyor corroborate condition and support the valuation component.

• Vessel paperwork: Title/documentation (as applicable), registration, HIN verification, and any relevant builder/owner manuals.
• Maintenance logs: Engine and generator service records, oil analysis (if available), invoices for recent work, rig inspection reports for sailboats, and bottom service or antifouling dates.
• Upgrades list: Summaries of electronics, electrical, plumbing, and mechanical upgrades with installation dates and invoices if available.
• Warranties and recalls: Any active warranties or manufacturer notices.

Day-of Survey Checklist

Keep the schedule tight and the environment safe. In the Seattle area, confirm timing with marinas and yards, which can be busy during peak seasons.

• Sea trial arrangements: A qualified operator at the helm, required documents on board, and marina permission to depart. Lines and fenders ready for swift docking.
• Haul-out timing: Confirm lift appointment, slip assignment, and payment arrangements. Plan enough time for hull inspection and re-splash before yard closing hours.
• Safety considerations: Non-slip footwear, minimal spectators, and awareness around running machinery. Keep children and pets off the vessel during testing.
• Operating conditions: Check local weather and tides. Allow extra transit time if bridges or locks are involved.
• Access and tools: Keep panels open or readily opened. Have flashlights and common hand tools if owner-provided access is needed.

Post-Survey Actions

Use the report to make clear, timely decisions.

• Interpret recommendations: Review the survey’s priority levels. Safety and seaworthiness items generally come first, followed by functional and cosmetic issues.
• Request clarifications: If any finding is unclear, ask the surveyor for context or photos already captured in the report.
• Prioritize repairs: Build a punch list with cost estimates from qualified technicians. Sequence items that affect haul-out or sea trial retests first.
• Share with third parties: Provide the final report to insurers or lenders when requested, along with invoices for any corrective work you choose to complete.
• Plan follow-up: If significant work is done, consider documenting with before/after photos or requesting a focused reinspection when appropriate.

Common Pitfalls That Delay or Limit a Survey

Avoid these frequent issues that reduce inspection quality or add cost.

• No access to key areas: Locked lockers, sealed floorboards, or heavy stowage over critical inspection points.
• Dead batteries or no shore power: Prevents system checks and can cancel the sea trial.
• Insufficient fuel or inoperable engines: Limits underway observations and may require rescheduling.
• Missing documentation: Slows valuation support and post-survey acceptance by third parties.
• Last-minute haul-out changes: Yard conflicts or missed lift times can eliminate the bottom inspection window.
• Overcrowded survey: Too many attendees create safety risks and slow progress; keep the working party small and focused.
• Unaddressed leaks or odors: Active water intrusion, fuel, or exhaust smells can mask root causes and complicate findings; ventilate and wipe down accessible areas beforehand.