Sailing Passage Checklist: How to Prepare Before You Set Off

A sailing passage is more than a route between two points. It is a plan that brings together navigation, weather, timing, boat condition, crew readiness, and decisions about what to do if things do not go as expected.

A short coastal hop and a multi-day offshore passage do not need the same level of preparation. Both, however, benefit from a clear plan and a deliberate review before departure.

This sailing passage checklist helps you work through the essential decisions before leaving and the checks to make while underway. Adapt it to your vessel, the distance from shelter, your crew’s experience, and the conditions you expect to encounter.

The sailing passage checklist at a glance

Use this summary to confirm that the main preparation tasks are covered.

Passage planning

Define the departure point, destination, and intended route.
Review suitable, up-to-date charts and navigation information.
Identify hazards, restricted areas, and navigational constraints.
Check tides, currents, depths, and tidal windows where relevant.
Review the latest marine forecast and expected weather changes.
Estimate passage time, including manoeuvres and possible delays.
Identify alternative destinations and places of refuge.
Consider daylight, visibility, and the possibility of arriving after dark.
Establish criteria for delaying, diverting, or cancelling the passage.

Boat readiness

Check the boat’s overall condition.
Inspect steering, rigging, sails, and deck equipment as applicable.
Check engine, fuel, batteries, and essential systems.
Confirm that the anchor and ground tackle are ready.
Check navigation instruments and backup arrangements.
Confirm that required safety equipment is aboard, serviceable, and accessible.
Resolve any defect that could compromise the planned passage.

Crew and onboard routines

Confirm the crew is capable of the planned passage.
Brief everyone on the route, hazards, and contingency plans.
Agree on watch arrangements for longer passages.
Explain emergency procedures and equipment locations.
Plan food, water, rest, and protection from the conditions.
Establish how the crew will communicate changes and concerns.

Communications and contingencies

Check the VHF radio and other relevant communications equipment.
Review applicable distress and safety procedures.
Identify options if weather deteriorates or equipment fails.
Share the passage plan with someone ashore where appropriate.
Confirm how significant changes to the plan will be communicated.

Final decision

Review the latest forecast before departure.
Confirm that the boat and crew are ready.
Check the immediate departure conditions.
Make a deliberate go/no-go decision.

The sections below explain each part in more detail.

1. Define the passage and its limits

Before plotting a route, be clear about what you are trying to achieve and what constraints apply.

Identify your departure point and destination.
Establish the intended departure window.
Decide whether the passage is coastal, offshore, or includes exposed sections.
Estimate the distance and likely duration.
Identify any fixed arrival commitments.
Consider the crew’s experience, physical condition, and familiarity with the boat.
Confirm that the vessel is suitable for the route and expected conditions.

Avoid treating a target arrival time as more important than safety. If the passage takes longer than expected, you should have options that do not depend on rushing.

Set clear decision points

Before departure, identify circumstances that would make you reconsider the plan.

Examples include:

Forecast wind or sea conditions outside the boat’s or crew’s capabilities.
Poor visibility that makes a planned approach more difficult.
A tidal window that can no longer be met safely.
A technical problem affecting steering, propulsion, communications, or safety.
Crew illness, fatigue, or seasickness that compromises the passage.
A change in the availability of a planned destination or refuge.

A good passage plan makes it easier to change course early rather than waiting until options have narrowed.

2. Plan and check the route

A straight line between two points is rarely a complete passage plan. The route needs to account for hazards, navigational constraints, weather, and the practicalities of departure and arrival.

Review suitable charts for the entire passage.
Check chart dates, corrections, and relevant notices to mariners.
Identify rocks, shoals, shallow areas, and other hazards.
Review traffic separation schemes, restricted areas, and local regulations.
Check harbour entrances, approach channels, and navigation marks.
Identify overhead obstructions or depth restrictions where relevant.
Plan waypoints and course changes.
Consider leeway and the effect of currents on the route.
Identify safe areas to wait, anchor, or seek shelter if necessary.

Use navigation information appropriate to the waters you will cross. For unfamiliar areas, current pilot books, official chart information, and local notices can be particularly important.

For a step-by-step route-planning process, see How to Plan a Sailing Route.

Check distances and timings

For each leg, record:

Departure and destination waypoints.
Planned course and distance.
Expected speed through the water.
Expected current and its effect on progress.
Estimated time underway.
Relevant hazards and decision points.

A simple initial estimate is:

Time underway = distance ÷ expected speed

For example, a 30-nautical-mile leg at an assumed average speed of 5 knots takes approximately 6 hours before allowing for manoeuvres, adverse conditions, traffic, or delays.

This is only a planning estimate. Speed over ground can differ from speed through the water because of currents, and actual speed may change with wind, sea state, sail plan, and boat loading.

Build a realistic margin into your schedule.

3. Review weather, tides, and sea conditions

Weather and water conditions influence not only whether a passage is comfortable, but whether it is appropriate to undertake at all.

Marine weather

Consult a relevant marine forecast for the passage area.
Check wind direction, sustained speed, and gusts.
Review expected changes during the planned passage.
Check sea state, swell, visibility, and precipitation.
Look for thunderstorms, strong-wind warnings, and other relevant alerts.
Consider local effects near headlands, islands, and exposed coastlines.
Check the forecast for both departure and arrival areas.
Identify conditions that would require a diversion or cancellation.

Do not base the decision on a single forecast number. The direction of the wind, wave conditions, visibility, boat characteristics, and crew experience all influence the risk.

Read How to Read Wind Conditions for Sailing and Sea State Explained for more detail.

Tides and currents

Where tides and currents matter to your route:

Check the relevant tide predictions.
Review expected current direction and strength.
Identify tidal gates, narrow channels, and areas of strong flow.
Confirm that expected depths are sufficient for the boat’s draft.
Consider the effect of wind against tide.
Check whether an arrival depends on a specific tidal window.
Identify what you will do if you miss that window.

Tidal predictions and current information are not interchangeable. Water levels influence available depth, while currents affect movement over the ground and can change the time required to complete a leg.

See Tides and Currents Explained for a fuller explanation.

Reassess before departure

A forecast reviewed when the passage was first planned may no longer describe the conditions you will encounter.

Check the latest information before leaving and continue monitoring appropriate weather and safety information while underway. Be ready to revise the plan.

4. Identify alternatives and places of refuge

A passage plan should not depend on everything going perfectly.

Before departure:

Identify alternative ports, anchorages, and other suitable refuges.
Check whether those locations are accessible in the expected conditions.
Review their approaches and relevant restrictions.
Consider how wind direction and sea state affect the suitability of each option.
Identify where you could shorten the passage if the weather changes.
Consider the consequences of a delayed arrival.
Establish when you would divert rather than continue.

A destination that offers shelter in one wind direction may be unsuitable in another. A harbour may also have restrictions, limited access, or an approach that becomes difficult in particular conditions.

Do not assume that a place marked on a chart will always be a suitable refuge. Check the relevant information and use sound judgement.

Plan for common changes

Situation	Questions to consider
Wind increases	Can the route be shortened, a sail plan reduced, or shelter reached safely?
Wind direction changes	Does the planned route remain sensible?
Passage takes longer	Will you reach a tidal gate or harbour entrance at a suitable time?
Visibility deteriorates	Can you navigate safely, and what alternatives are available?
Engine fails	Can the boat continue safely under sail, and what assistance might be needed?
Crew member becomes unwell	Can the remaining crew manage the boat and the passage?
Destination becomes unsuitable	Which alternative is realistic in the current conditions?

These are planning prompts, not universal instructions for dealing with an emergency. The right action depends on the situation, the boat, and the crew.

5. Check the boat before a passage

A longer passage can place greater demands on equipment than a short outing. The checks should reflect the distance from assistance, the likely conditions, and the consequences of a failure.

Hull, deck, and steering

Inspect accessible areas for visible damage or unusual changes.
Check for unexpected water in the bilges.
Confirm that bilge pumps and their controls are ready.
Check hatches, ports, and lockers.
Test the steering system according to the boat’s procedures.
Check deck fittings and accessible safety attachment points.
Secure loose equipment.
Ensure that access routes and emergency exits are not obstructed.

Engine and electrical systems

For a vessel with an engine:

Check fuel quantity and an appropriate reserve.
Check engine oil and coolant where applicable.
Inspect accessible hoses, belts, and connections.
Look for leaks or unusual smells.
Check battery condition and charge.
Confirm that essential electrical systems work.
Check charging arrangements and relevant alarms.
Verify that engine controls operate as expected.

Follow the manufacturer’s procedures for your engine and installation. A pre-departure check does not replace scheduled maintenance or a proper inspection of a known fault.

Rigging, sails, and ground tackle

For a sailing yacht:

Inspect accessible standing and running rigging.
Check sails, stitching, attachments, and reefing systems.
Confirm that sheets and halyards are correctly led.
Check winches and blocks.
Confirm that the anchor and rode are suitable for the intended use and ready to deploy.
Make sure the anchor can be released and recovered safely.
Check that essential deck equipment is secured.

If the passage is exposed or remote, consider whether the boat’s equipment, condition, and available spares are appropriate for the route.

For a final operational checklist immediately before leaving the berth, use the Pre-Departure Boat Checklist.

6. Verify safety equipment and emergency arrangements

Required equipment varies according to the vessel, activity, jurisdiction, and navigation area. Check the current regulations that apply to the boat and the passage rather than relying on a generic list.

Personal and emergency equipment

For an exposed passage, think about whether crew can reach and use critical equipment safely in poor weather or low light.

Communications

Check the VHF radio and its power supply.
Confirm that portable radios are charged.
Check any other communication systems required for the route.
Make sure emergency contacts and relevant procedures are available.
Confirm that the crew knows how to raise the alarm.
Check that essential devices are protected from water.

A phone can be useful, but mobile coverage may be unavailable offshore. Communication equipment should be appropriate to the planned passage and the applicable requirements.

Confirm that the primary navigation system works.
Check that charts and navigation information are available for the whole route.
Prepare a suitable backup method if an electronic device fails.
Make sure essential devices have sufficient power.
Confirm that the crew can determine the vessel’s position if the primary system becomes unavailable.

Do not rely on a single electronic device as the only way to navigate.

See Boat Safety Equipment: Inspection and Expiry Dates for a more detailed inspection guide.

7. Prepare the crew and watch arrangements

For a longer passage, the crew’s ability to operate the boat over time matters as much as its ability to handle the departure.

Crew briefing

Explain the route and estimated passage duration.
Identify hazards and important decision points.
Explain the alternative destinations and diversion criteria.
Show everyone where safety equipment is stored.
Review man-overboard and other relevant emergency procedures.
Explain the use of communication equipment.
Confirm that crew members understand their responsibilities.
Identify who can take charge if the skipper is injured or incapacitated.

Watchkeeping and fatigue

If the passage requires watches:

Agree on a watch schedule appropriate to the crew and conditions.
Make sure everyone understands when their watch begins and ends.
Plan opportunities for rest and food.
Consider seasickness, fatigue, and the physical demands of the passage.
Explain how watchkeepers should communicate concerns.
Establish a clear procedure for calling the skipper when needed.

A watch schedule should reflect the number of crew members, their experience, the boat, and the expected conditions. There is no single schedule suitable for every passage.

Avoid a plan that depends on crew members remaining alert when they are already exhausted.

For more on responsibilities aboard, read Crew Roles on a Sailing Yacht.

8. Plan provisions and onboard living

For a passage that lasts longer than a few hours, food, water, rest, and storage become part of the operational plan.

Estimate drinking water needs and carry a suitable reserve.
Plan meals and snacks for the expected duration.
Consider whether the crew can prepare food safely in the anticipated conditions.
Check refrigeration and storage where relevant.
Bring suitable clothing for changes in temperature, wind, and spray.
Secure food, bags, and equipment so they cannot move unexpectedly.
Check that essential medication is available.
Consider seasickness and any known crew requirements.
Plan for delays or an unplanned overnight stay.

Do not provision only for the expected duration if a delay would leave the boat without essential supplies. The appropriate reserve depends on the route, weather, crew, and access to resupply.

Use Boat Provisioning for a Sailing Trip to build a more detailed provisioning plan.

Where appropriate, tell a responsible person ashore about the intended passage and what they should do if you do not arrive or check in as expected.

Include:

Boat name and relevant identifying details.
Names or number of people aboard.
Intended departure and destination.
Planned route and important alternatives.
Expected departure and arrival times.
A contact method and agreed check-in arrangements.
Instructions for when to become concerned and whom to contact.

Update the person ashore if the plan changes significantly.

The details and procedures should be appropriate to the passage. A simple coastal trip and a remote offshore passage may require different arrangements.

10. Make the final go/no-go decision

Before departure, review the plan as a whole rather than treating each checklist item as an isolated task.

Ask:

Is the route still appropriate?

The latest weather, tides, visibility, and navigation information should support the plan.

Is the boat ready?

Essential systems and safety equipment should be ready for the intended passage. Do not ignore a defect that could compromise safety.

Is the crew ready?

The crew should understand the plan, have appropriate equipment, and be capable of managing the expected conditions.

Are the alternatives realistic?

You should know what options remain if the passage takes longer than expected or conditions deteriorate.

Can the passage be delayed or cancelled?

A plan should include the possibility of not leaving. If the conditions, boat, or crew are not suitable, delay or change the passage rather than proceeding because of a schedule.

The skipper’s responsibility is to make a sound decision based on the circumstances—not simply to depart on time.

11. Use the checklist underway

A passage plan is not finished when the boat leaves the dock. Conditions and circumstances can change, so compare what is happening with what you expected.

While underway:

Monitor the weather and relevant warnings.
Keep an appropriate lookout.
Check the vessel’s position and progress.
Compare actual progress with planned timings.
Reassess the effect of wind and currents.
Monitor crew fatigue and wellbeing.
Check equipment when appropriate and safe to do so.
Reconsider the route if conditions or circumstances change.
Communicate significant changes to the person ashore when appropriate.

Do not allow a planned route or arrival time to override the need to reassess the situation.

12. Record the passage for future reference

After arrival, review the passage and record details that could help with future planning.

Useful information includes:

Departure and arrival times.
The route and actual track sailed.
Distance and duration.
Weather and sea conditions encountered.
Crew aboard.
Significant changes to the original plan.
Equipment issues or unexpected delays.
Useful observations about approaches, anchorages, or destinations.
Lessons worth remembering before sailing the route again.

With Skipper, you can record sailing trips on your iPhone, review GPS tracks and trip statistics, and add details such as crew, weather, locations, notes, and photos.

These records can help you revisit previous passages, remember conditions and decisions, and build a more useful history of your sailing experience.

For guidance on recording your trips, read What to Write in a Sailing Logbook and How to Keep a Sailing Logbook.

Frequently asked questions

What should be included in a sailing passage plan?

A passage plan should include the intended route, charts and navigation information, weather, tides and currents, hazards, estimated timings, alternative destinations, boat readiness, safety equipment, crew capability, communications, and contingency plans.

The level of detail should reflect the passage’s length, complexity, and risks.

When should you prepare a passage plan?

Prepare the plan before departure, leaving enough time to review navigation, weather, tides, equipment, and alternatives. Reassess it immediately before leaving and update it when conditions or circumstances change.

What is the difference between a sailing trip checklist and a passage checklist?

A sailing trip checklist covers general preparation, including packing, provisions, and crew arrangements. A passage checklist focuses on the safe completion of a particular route, including navigation, timing, hazards, weather, alternative destinations, and procedures underway.

Do I need a passage plan for a short coastal trip?

Yes, but the amount of planning should be proportionate to the trip. A short familiar passage may require a simple route and weather assessment, while unfamiliar waters, tidal constraints, poor visibility, or exposed conditions require more detailed preparation.

What should be included in an offshore sailing checklist?

An offshore checklist should cover detailed route and weather planning, suitable safety and emergency equipment, communications, navigation backups, watchkeeping, provisions, boat and rig condition, and contingencies for illness, injury, equipment failure, and diversion.

The checklist should reflect the vessel, the crew, and the passage rather than follow a one-size-fits-all formula.

Where appropriate, share your intended route, departure and arrival expectations, and contact arrangements with a responsible person. Explain what they should do if you fail to check in as agreed, and update them if the plan changes significantly.

Final passage checklist

Before setting off, make sure you have a route you understand, a realistic assessment of the weather and tides, a boat and crew ready for the conditions, and practical alternatives if the plan needs to change.

A thorough passage plan does not eliminate uncertainty. It helps you recognize it earlier, preserve your options, and make better decisions as the passage unfolds.

Plan the route. Prepare the boat. Brief the crew. Keep reassessing.