Destination Planning With Noonsite.com (2024)

So, you’ve decided it’s time to branch out and take your yacht abroad for the first time. It might be a short visit, your annual holiday, or the start of a really big adventure living on board and cruising long distances for an extended period of time. It doesn’t matter the duration of the voyage, the main planning principles are still the same.

Be sure to start your planning several months in advance, as some of the paperwork detailed below can take time to obtain. Doing your homework will make cruising life much simpler and means you will arrive in your chosen foreign country armed with knowledge and better prepared.

CONTENTS OF THIS ARTICLE

• DOCUMENTS AND PAPERWORK YOU WILL NEED
• KNOW THE CORRECT PROCEDURE(S)
• EXTRA EQUIPMENT NEEDED FOR CLEARANCE
• OTHER CONSIDERATIONS
• WHERE CAN I FIND ALL OF THIS INFORMATION?

DOCUMENTS AND PAPERWORK YOU WILL NEED

1. Skipper and Crew

Visas:

While in some countries visa requirements are fairly clear, in others the situation concerning yachts is confusing. Foreign nationals arriving on a yacht can be treated basically in three different ways by the immigration authorities.

• They are treated the same as ordinary tourists arriving by other means, in which case the usual visa requirements apply.
• Special visa requirements are applied to those arriving by yacht, which means that in some countries foreign nationals arriving by yacht are treated differently to those visiting the country as ordinary tourists. This may mean that some countries that are happy to grant visas on arrival to tourists arriving by air will insist that anyone arriving on a yacht must have obtained their visa in advance. This is often because tourists arriving by air must have an onward ticket to be given a visa while arriving on a yacht is not always regarded as a guarantee of one’s ability to depart by the same means.
• Sailors are sometimes given special treatment by being allowed to enter a country without a visa, which is required from tourists arriving by other means. Sometimes visas are granted on arrival and occasionally are dispensed with altogether. However, in these cases, such special concessions are usually given only for a limited time and may be restricted to the duration of the yacht’s stay in port or while cruising certain areas. It may be necessary to obtain an ordinary visa to travel to other parts of the country or to leave the country by other means.

For countries where a visa is required, this should be obtained well in advance. Although, one should make sure that the visa will still be valid when one arrives in the respective country as some countries stipulate that the entry must take place within three months of the visa being issued.

It is also a good idea to obtain visas for difficult countries, even if it is known that visas can be issued on arrival. A visa issued by their diplomatic mission abroad sometimes works wonders with local immigration officers. Wherever possible one should try to obtain a multiple entry visa, particularly for countries with overseas territories or dependencies, such as France (Martinique, Guadeloupe, French Polynesia, New Caledonia, Réunion, St Pierre and Miquelon), Australia (Norfolk Island, Christmas Island and Cocos Keeling) or the USA (Virgin Islands, Puerto Rico, Hawaii and Guam).

As most countries maintain diplomatic missions in neighboring countries, these are the best places to ask about changes and to apply for any necessary visas. Fortunately, many countries are introducing e-Visas for tourists, although these don’t always apply for entry by sea. If applying for an e-Visa it may be worthwhile to also keep a printed copy of the Visa or a screenshot of the process, as in some countries (i.e. Indonesia) where some Points of Entry (POEs) are remote, officials may not have the ability to access or have a full working knowledge of, the system.

Something that must be noted when cruising is that visa regulations do change, often without warning. Occasionally regulations change so quickly that even the diplomatic missions do not know about it. Always try to find out the latest situation before sailing to a certain country.

Passports:

Most countries require that your passport expiry date is no less than 6 months after the date of entry. Also, make sure you have sufficient blank pages for the passport stamp.

Keep a digital copy of all crew passports (and visas) in case they are lost, plus it is worth having good color copies of crew passports on board for carrying around when required, instead of the real thing.

✓ It is helpful to have a passport-sized photo of each crew member, should it be needed.

✓ Leave copies of your passport (and other important documents) with your emergency point of contact on shore.

Crew List:

Several copies of the complete crew list (including skipper) are likely to be requested when clearing into a new country and when departing. This list should include:

✓ Full Name

✓ Date and Place of Birth

✓ Nationality

✓ Passport Number

✓ Date of Expiry of the Passport

Some countries will have a specific crew list they will want you to fill in. The IMO Crew List is a useful template to use.

Competence Certificate:

An International Certificate of Competence (ICC), or some official document showing the competence of the person in charge of the boat, is now required by officials in many countries. Whilst your home country may not require such a certificate, it is worth getting something before you start cruising to avoid any nasty surprises. See Obtaining an International Certificate of Competence (ICC) for more details.

American Sailing’s International Proficiency Certificate (IPC)

For students who have received their ASA 104 certification or higher, American Sailing offers the opportunity to apply for an IPC online. This convenient ID card contains the vital information needed to demonstrate competence in boat handling, including a VHF endorsem*nt from American Sailing.

APPLY FOR YOUR IPC ONLINE

Radio License:

A radio operator’s license (whether for VHF, HF, or amateur radio) is required in most countries, although this is rarely checked. Some cruising yachts carry an amateur radio, most of their operators being properly licensed to operate a maritime mobile station. However, in some countries, such stations can only be used legally if the operator is in possession of a reciprocal license issued by the country concerned. In most places, this is a simple formality and costs a small fee. In a few countries there are strict restrictions on the use of any radio equipment while in port. In others, such as Thailand and New Zealand, the use of portable marine VHF radios on land is forbidden.

Health:

Research what vaccinations are required for the country you are visiting and any health endemics, epidemics, or pandemics you should be aware of through the CDC Website.

If you are over 60 or have other health issues that make having a yellow fever vaccination unadvisable, obtaining a “Certificate of Medical Contraindication to Vaccination” form is a useful precaution when planning to visit a country where a yellow fever certificate is required.

Certain other categories of people are also usually exempt from the vaccination requirement, such as infants under the age of one, pregnant women, and anyone allergic to eggs.

Some countries will want to see crew international vaccination records. Be sure to:

✓ Have copies of personal medical insurance for all crew and any medical evacuation coverage.

✓ Record the names and contact details of who you should notify for all crew in case of a serious medical emergency.

All crew should carry a list of any medication taken. A prescription (or a letter from a doctor specifying the medicine), and why it is taken should accompany any medicines containing powerful narcotics or habit-forming drugs, especially those used by a member of the crew on a regular basis – such as heart and blood pressure medication, diuretics, tranquilizers, antidepressants, stimulants or sleeping tablets. When cruising you may well be dealing with doctors who know nothing of you or your crew’s medical history. Be sure to have basic medical records for everyone aboard your boat, renew them annually, and keep them with your grab bag. Make a summary to include:

✓ Full Legal Name

✓ Date of Birth

✓ A Quick Summary of Known Medical Issues – allergies and adverse reactions (particularly food, medicines, bites/stings), chronic medical conditions, prescriptions and medications regularly taken including dose, surgical history, important family medical history, contact information of regular doctors, and name of a family member or friend who can make medical decisions if you are unable to.

Pets

If you have furry friends on board be sure to know the rules. Some countries will simply not permit pets to go ashore and others may demand quarantine. There are countries that will want a permit arranged in advance, which can be costly and time-consuming. Meanwhile, there are some that are happy to welcome your pet as long as all its vaccinations and paperwork are up to date. Cruising with a pet on board is not easy, so think very carefully about doing so. Some good resources to learn more about cruising with pets can be found on the Noonsite Pets Page and there is a pet page with the rules for each country detailed on Noonsite as well.

2. Boat

Registration Certificate:

It pays to have all original boat documents on board. Many yacht registration certificates are now digital, but it is advisable to print off a good, quality copy and keep it safe on board to show officials. It is an international requirement that all vessels (including trailed sailboats) outside their home waters are properly registered. In the United States yachts can either be registered with the state where the owner lives or, if ownership can be traced to the original owner, the vessel can be documented with the Coast Guard. The latter is generally preferable, if possible, when cruising abroad. Also carry proof of ownership, such as the bill of sale.

Proof of VAT Status:

If cruising in Europe with an EU registered boat, a certificate showing that VAT has been paid will be expected.

Temporary Importation:

The entry of the boat into a foreign country has separate rules for those of the crew. Temporary Admission (TI) is a Customs tax relief regime that enables visiting yachts the ability to enter a foreign country, for a limited time, without having to pay VAT on the value of the yacht. The EU has TI for 18 months, in New Zealand it’s 2 years and in Mexico foreign yachts can move in and out of the country for up to 10 years. In most countries where TI is applied, the paperwork will be carried out on arrival. However, in some countries, it is mandatory to apply in advance (NZ for example).

In most countries, if you leave your boat “decommissioned” (i.e. out of the water on the hard) while flying back home or elsewhere, the TI clock can be paused in your absence.

Cruising Permit:

In most places, if a cruising permit or transit log is required, it is issued at the first port of entry, usually with an associated fee. Therefore, it is not necessary to make any preparations in advance. This should exempt you from having to undergo formal entry and clearance procedures at all but the first port of entry, however, in Greece for example, the cruising permit (known as a “transit log”) for non-EU boats must be presented in every port where there are port police. Some of the countries that do require a cruising permit to be obtained in advance include Ecuador, Galapagos, Palau, and Indonesia. These should normally be applied for 4-6 weeks prior to your intended arrival.

Boat Insurance:

Many countries and some marinas insist on a minimum level of third-party insurance (be sure to carry the original document and receipt of payment). For instance, in Australia, most marinas now require any visiting vessel to have public liability insurance for AUD$10 million. Also, there may be an additional requirement such as a translation and/or a reciprocal arrangement with a local insurance company, such as in Italy.

Passage Plan:

File your passage plan (float plan) with your appointed contacts (friends/family) prior to departure to make it easy for everyone, should you run into problems on passage (or end up overdue). Read this useful article by Viki Moore: Helping Your Friends and Family Help You.

Clearance or Exit Document:

This is the document which is (or should be) issued to show that a boat has left a previously visited country (or their home country) legally. It is often called a ‘zarpe’ and will be expected at your next port of call. Note that some countries do not issue exit zarpes as a matter of routine (e.g. USA) so some planning will be required if your destination country will not permit entry without one. Ports on the east coast of Mexico will want to see an exit zarpe from the USA and won’t permit entry without one. If you are unable to secure an exit zarpe, be sure to have a marina payment receipt or other proof of which port of call you last departed and when, to show officials.

Other Boat Docs:

As well as the above, some countries may also want to see the ship’s logbook (this can be used as a legal document) and a list of electronic or other valuable items on board. It is also helpful to have a photo of the boat and its tender/dinghy available.

Importing Yacht Parts:

You can arrange for mail and packages to be sent to you, care of the marina address, at the POE. Make sure “Yacht In Transit” is stated on the address label for duty-free treatment. Sometimes Customs requires you to write a letter stating that your package contains parts for a yacht in transit before the package is released to your custody.

3. Tips On Organizing Paperwork

For your research, set up a spreadsheet covering all the information you need to find out for each country you intend to sail to. This would include:

✓ Ports of Entry

✓ Contact Details for Authorities

✓ Advance Notice of Arrival

✓ Clearance Process Details

✓ Visa Requirements

✓ Stay Limits for Crew

✓ Stay Limits for Boat

✓ Is a Cruising Permit Required?

✓ Approximate Total Fees

✓ Customs Regulations (allowances for alcohol and other items which may incur duty)

✓ Quarantine Regulations (any controlled items you cannot bring)

✓ Other Regulations

Keep your boat and crew documents for clearance neat and tidy in a waterproof folder with transparent plastic pockets to protect them. Have several copies of each to give to officials should they ask.

While cruising, have a filing system that works for you to keep safe clearance documents, cruising permits, receipts, etc. These build up quickly and are often needed for reference.

KNOW THE CORRECT PROCEDURE(S)

CIQP (Customs Immigration and Quarantine Procedures).

Advance Notice of Arrival (NOA)

More and more, countries are wanting advance notification and an approximate ETA from yachts intending to visit. Some ask for an e-mail to be sent to the authorities and many are implementing digital notification. However, there are a few countries that require a permit is obtained in advance (for example BIOT and Federated States of Micronesia). NOA may only be required 48 or 72 hours prior to your ETA, but if a permit is required this can take 6 weeks or more to obtain. So, be sure to research the requirements in plenty of time. Ignoring these pre-arrival rules may result in fines, or even being turned away.

Agents

Clearance agents are there to make your life easier. Of course, you have to pay for the service. However, in many countries, it definitely helps to have an ally who can not only assist with clearance, but other services such as obtaining fuel, getting repairs done, locating propane refills, and for local information. Most likely the language barrier or bureaucracy will affect whether you choose to use an agent.

Unfortunately, in some countries, shipping agents are notorious for charging large unnecessary fees, so many cruisers prefer to deal with the process themselves. Then there are countries where it is mandatory to use an agent (such as Galapagos and Colombia). If possible, go with a recommended agent and contact several to get a choice of quotes.

Ports of Entry/Exit (POE)

Identify which POE will suit you best based on your route into the country and, also, which one will work for your departure based on where you are going next. Do your research as some POE are more yacht-friendly than others, usually those that have marinas and cater more to the recreational craft community and not commercial ships. Also, in some countries, entry fees may vary widely depending on which port you choose. Greece, Norway, and other countries also have seasonal POE which only open in the busy summer months. Many cruisers will automatically choose a large town/port to arrive at after a long passage, with re-provisioning considerations in mind, access to the airport etc. However, these are not always the best choice as a POE.

Clearance Authorities

Make sure you know the opening times for the authorities at your POE in order to avoid having to pay overtime fees. In general, arriving late in the day can cause problems in countries that require yachts to clear in immediately on arrival, as straight away you will be charged overtime (normally double fees). Most places, however, grant you a window of 24 hours to check-in.

Knowing the opening times means you can clear in before crew depart the boat to fly out. Arriving after hours and permitting crew to leave the boat before you have officially checked in will most likely result in a substantial fine in many places.

Stay tuned! We will be covering the clearance process in detail in a subsequent article

Berthing on Arrival

Do not assume that you can simply turn up in a foreign country and have a safe anchorage spot or marina berth. It may be necessary to make an advance reservation for a mooring.

Restrictions and Laws

It’s important to know if there is anything you are not permitted to bring into the country (foodstuffs, drone, firearms) or that you have to declare on arrival. More and more countries do not permit drones and will remove and store them with Customs until your departure (which can prove tricky to re-claim). Most don’t permit firearms or ammunition and, again, may be bonded on board or with Customs for the duration of your stay.

EXTRA EQUIPMENT NEEDED FOR CLEARANCE

There is some clearance equipment you will need to buy before cruising abroad.

Mandatory Are:

✓ Courtesy flags for the countries you wish to visit and, of course, the yellow “Q” flag.

Optional Are:

✓ Boat Stamp – this is like the boat’s signature and can be used on all official documents. This is mandatory in some countries (Indonesia for example), but greatly appreciated in others where a rubber stamp has a certain authority. The boat stamp should show the name of the boat, registration number, hailing port, flag state, etc.

✓ Printer/Scanner – this will save time and effort trying to find a copy shop ashore and makes life easier when you have to email advance notice of arrival and various documents.

✓ Safety Equipment – for offshore cruising (inspected by officials in some countries). Make sure all is in date.

✓ AIS – a mandatory requirement in some places.

OTHER CONSIDERATIONS

Security

Research carefully the security situation in the country you have chosen to visit, particularly crime against yachts. Noonsite has a dedicated security section for each country with security reports from cruisers. Know before you go and prepare accordingly, including noting local emergency numbers. It should be noted that by far the most widely reported crime against yachts is night time boardings and theft of deck gear, particularly theft of dinghys and outboards. When cruising your home waters you may feel perfectly safe leaving your boat open at all times, even at night, and leaving your dinghy tied to the back of the yacht overnight. However, when cruising abroad you must change your mindset and lock your boat up at night and when going ashore, secure your dinghy and outboard at all times and remove any valuable deck gear and secure it in locked lockers or down below. At night, lift the dinghy out of the water and lock it to the boat and remove the outboard and secure it to the boat as well (just like parking your car in the garage to keep it safe).

Language

In non-English speaking countries, officials may not necessarily speak any English. Go prepared. There are some excellent boat dictionaries for cruising abroad which are invaluable and, of course, translation apps for your phone.

Money

It helps to have some local currency on hand to pay entry costs. Getting to an ATM from the port of arrival is not always straightforward. While some places are set up to handle card payments, on the whole, the majority of officials still want payment in cash.

Local Customs

Are there any things you can bring from home to help integrate with the locals? For example, in Fiji a Kava ceremony is the acceptable protocol on arrival in a new island, with you bringing the kava for the chief. In many countries, local school children appreciate pencils, pens, and notepads. Fishing lures are always appreciated to trade with local fishermen. Try to gift through the school, or community centre, rather than handing out gifts to any locals that approach you. This keeps it fair and prevents the children from expecting every yacht that turns up in their bay to give them freebies (i.e. begging). See this useful article about gifting kindly.

Ports of Refuge

Don’t just focus on the planning for your destination country only. Remember, it’s important to understand the protocols for countries en-route should you need to divert or change your plans for any reason.

WHERE CAN I FIND ALL OF THIS INFORMATION?

Noonsite.com

Your first port of call should be Noonsite.com, specialists in entry and exit formalities for all the countries in the world that can be reached by cruising yachts. Noonsite also features useful country and port information and can be used to get an overview of what the country is like from a cruising perspective, what are the appointed ports of entry and what facilities and services there are for cruising yachts in each port. Reports from cruisers that have visited are also posted on the site. Noonsite has a dedicated team updating the site information regularly, so if you have questions about the destination you are researching, e-mail the team at noonsite@noonsite.com.

Official Country Websites for Visiting Yachts (if applicable)

Some countries now have dedicated web pages for visiting yachts, normally found through the Port Authority or Tourist Board website. Be careful, however, quite often these official sites are not kept up to date, so always double-check with the authorities (or Noonsite) to see if anything has changed.

Utilizing Your Cruising Club Network (if applicable)

If you are a member of a Cruising Club (such as SSCA, OCC, ASA etc.) you can talk with other members who have been to countries you are interested in and read their cruising reports. Many Cruising Clubs now hold useful webinars which are a helpful tool for finding out the latest guidance

Dedicated Facebook Pages For Cruisers

Look for cruiser Facebook Pages (there are a great many) for the country and ask questions. Noonsite has a list of Caribbean Island Cruiser FB Pages. Normally simply putting into Facebook search “Name of country/Name of region/Name of port + cruisers/sailors” will give you a number of options.

Crowd-Sourced Sailing & Cruiser Websites

There are many excellent crowd-sourced websites and apps for sailors that focus on certain world areas (e.g. No Foreign Land, Navily, Zulu Waterways etc.). These are a great place to pick up current feedback on a particular destination, port or anchorage, get a feel for what to expect and even communicate directly with cruisers who are already there.

About The Author: Noonsite provides a wealth of knowledge and information for cruisers sailing beyond the horizon. For over 20 years Noonsite has been the trusted source for country entry and exit formalities and ports of entry for private yachts cruising the globe. Led by their experienced editorial team, their worldwide network of cruising experts and marine authorities verify all essential information. As well as formalities, Noonsite has information on all major sea ports for cruising boats worldwide and their marine facilities, plus cruising reports and news.

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