A free Word template for a charter or fleet yacht condition report: safety equipment, systems, inventory, damage since the last check, readings and sign-off, with example findings graded A, B and C.
Download the Word template.DOCXA charter yacht condition report records the state of a fleet boat at each check: the readings, the safety equipment, every system, the inventory and any new damage, with the booking it happened during. Operators use it to keep boats ready between charters, to claim damage against deposits and to plan the end of season work.
This template suits turnaround checks, monthly checks and pre-season inspections. Download it in Word, or read on for what goes in each section.
Which boat, when, and at what point in its charter season. Fleet reports are compared over time, so use the same fleet name or number on every report.
Turnaround check at the Lefkas base on 12 September 2026 between bookings LF-26-1184 (out) and LF-26-1191 (in). Fleet number 27, Lagoon 42, built 2021.
The figures you record at every check, in the same order every time, so a trend shows before it becomes a breakdown.
Port engine 2,412 h, starboard 2,398 h, generator 1,106 h. Fuel 85 percent, water 100 percent. House bank 12.7 V at rest. Bilges dry.
What the flag state, the charter licence and the insurer require on board, checked item by item with expiry dates. Any missing or expired item stops the boat going out.
The findings, system by system. Concentrate on what fails in charter use: heads, pumps, winches, the windlass and the dinghy outboard.
What should be on board and isn't. Missing items are the most common deposit claim, and a check against the same list each time settles them.
New damage, with photos and the booking it happened during. Charter companies claim against the charterer's deposit or damage waiver from this section, so record what you saw, where and when.
New gelcoat gouge, 15 cm, starboard hull at the bow, with a photo. Not reported by the charterer at check-in. Linked to booking LF-26-1184.
What has to be done before the next charter, who does it, and confirmation that the boat is ready.
Each finding says what the system is, where it is, what was found and what should be done, with a grade for how urgent it is. These are written the way Axsail writes them from what the surveyor says on board.
Gauge needle in the red. Extinguisher partly discharged.
Recommendation: Replace before the next charter.
Pump stiff and the bowl doesn't empty fully. Charterer reported it as blocked.
Recommendation: Clear the discharge hose and service the pump before the next charter.
Starts on the fourth pull and idles roughly.
Recommendation: Clean the carburettor and replace the spark plug.
Gypsy slips under load and the chain jumps.
Recommendation: Check the gypsy wear against the chain size, and adjust or replace the clutch cones.
New gelcoat gouge of 15 cm, not reported at check-in.
Recommendation: Repair at the next turnaround slot. Claim against booking LF-26-1184.
A condition report earns its keep through comparison. When every check follows the same order and records the same readings, a battery that loses 0.2 V a week or a heads pump that fails every third charter stands out. Keep the order fixed across the fleet, and change it for all boats at once.
Damage found at turnaround is only claimable if it can be tied to a charter. Record the booking out and the booking in on every report, photograph new damage before anything is moved, and note whether the charterer reported it. Axsail writes the damage up from what the inspector says on board, with each photo placed on its finding. See Axsail for operators.
A record of a charter or fleet boat's condition at a check, usually between charters or at the start and end of the season. It covers readings, safety equipment, systems, inventory and new damage, and ends with what must be done before the boat goes out again.
A survey is a full independent inspection, usually once a year or less often. A condition report is a shorter, repeated check by the operator's own team, done the same way every time so changes show up and damage can be linked to a booking.
That is one of its main uses. Record new damage with photos, its location, the booking it happened during and whether the charterer reported it. A dated record made at the same point every turnaround is much harder to dispute.
Yes. Download it, add your company's logo and inventory lists, and use it across your fleet. No sign-up.
Dictate as you inspect. Axsail builds the findings and the report for your signature
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