Yacht Crew Handover Notes That Actually Work

How to write yacht crew handover notes for rotation or a new captain, chief stew or purser: what to include, how to structure them and what gets missed.

About this guide

Good yacht crew handover notes let the person taking over run the department from day one, without phoning their predecessor. They cover what is happening now, what is coming up, who to call, and what is unfinished.

Handovers matter most on rotational yachts and when a head of department changes mid-season. This guide gives a structure that works for captains, chief stews, pursers and engineers alike.

What should yacht crew handover notes include?

Current status: where the yacht is, what is planned, and any live issues. Upcoming charters or owner trips, with guest preferences and history. Open items: orders, repairs, bookings and payments still in progress. Contacts: agents, suppliers, brokers, shipyards and management company. Team: who is on board, rotation dates, strengths and any concerns. Where things are: documents, logins, inventories and spares.

A simple structure that works

1. One-page summary

The five things the new person must know in their first 24 hours.

2. Calendar

The next charters, owner trips, yard periods and crew changes, with dates.

3. Open items list

Each item with an owner, a status and the next step.

4. Reference section

Contacts, guest history, supplier notes and where to find documents.

What usually gets missed in a handover?

Guest preferences learned during a trip but never written down. Verbal agreements with suppliers or agents. Small faults the crew have learned to work around. Passwords and access for shared accounts. The reason behind a decision, not just the decision.

Keep handover notes as a living document all through the rotation, then tidy it on the last day, rather than writing it from memory at the end.

Mistakes worth avoiding

  • Writing the handover on the last afternoon.
  • Keeping guest history in personal notes.
  • Listing tasks without owners or next steps.
  • Skipping a walkround or call with the incoming person.

Frequently asked questions

What is a yacht crew handover?

The transfer of a role from one crew member to another, usually on rotation or when a head of department changes. It covers current status, upcoming trips, open items, contacts and where to find things.

How long should a handover take?

Ideally a few days of overlap for heads of department, with written notes and a walkround. If overlap isn't possible, thorough notes and a call are the minimum.

Who writes the handover notes?

The outgoing crew member, ideally keeping them up to date throughout their rotation and reviewing them with the captain or head of department.

Should guest preferences be in the handover?

Yes, for repeat guests and the owner. Keep them in a shared guest file that stays with the yacht, so they don't leave with the crew member.

Where the tooling helps

Trip history in one place

Past itineraries, guest preferences and requests stay with the yacht, not with whoever planned them.

Reusable templates

The trips that worked can be duplicated next season.

Team access

Incoming crew get access to the same trips and yacht details.

Continue reading

Keep trip history with the yacht

Some crews keep itineraries, guest preferences and templates in Guest Trip, so a rotation doesn't mean starting again. Try it free on your next charter.