TECH The ultimate checklist before you arrive in port with your boat

The pre-departure checklists are part of the Yacht Safety Management System, the sail and motor boat safety protocol invented by Andrea Lodolo to increase the safety of all boaters. In previous installments, we have seen what YSMS consists of in the article Very Safe with the Yacht Safety Management System, and explored the pre-departure checklist to always leave safely. Oggi we continue with the advice of ocean navigator Andrea Lodolo, presenting his track to follow to build your own checklist before arrival.

PRE-ARRIVAL CHECKLISTS

On arrival we are more tired, perhaps have some minor breakdown or are behind schedule. Under conditions therefore of greater stress, for a calm and well-organized arrival, it is therefore useful to divide the pre-arrival checks into three main phases: 3-5 days before, 48 hours before, and 12 to 4 hours before arrival. This timeline refers to long offshore sailings, but timelines can be condensed as needed even in a single day. We recommend arrival three hours after sunrise or three hours before sunset, and in case of bad weather, stay offshore.

IN THE 3-5 DAYS BEFORE ARRIVAL

It is a 3-5 day pre-arrival planning checklist. We update the weather and also considering in-shore forecast, refamiliarize the approach, contact the marina to book berths, arrange for any repairs and supplies, and book hotels or flights if necessary. Note that for short trips we may need to validate this checklist before we even set sail.

48 HOURS BEFORE ARRIVAL

With two days to go before arrival, the focus shifts to the technical preparation of the boat, and the crew. Here we check the operation of the engine and autopilot, check the fuel level as well as consulting the charts and pilot books again. At this stage it is useful to contact the marina to confirm the time of arrival. I check the battery charge of the portable VHF. We hoist the courtesy flag. Review the list of maintenance work to be done in port.

12 HOURS BEFORE ARRIVAL

In the last 12 to 4 hours before mooring, you move on to operational details. Ropes and fenders are set up, unneeded equipment is stowed away, and the windvane steering is switched over to the electronic pilot. The engine is started at idle speed, the VHF radio tuned to the marina channel, and the satellite phone stowed. I check that the mainsail runs and the sails are set to avoid problems during maneuvering, the boat’s papers are prepared for the marina or customs. We also prepare the anchor in case we have to bottom out at the last moment, checking the operation of the windlass.

Checklists before sailing arrival

Customizing and following these checklists ensures an orderly and stress-free arrival in port, allowing you to better manage berthing operations and port formalities. Once ashore, it will be time to focus on supplies, maintenance, and preparation for the upcoming sailing, and thus move on to the pre-departure checklists as seen in the previous issue.

CHECKLIST BEFORE ARRIVAL 3 or 5 DAYS EARLIER

• I’ll update the weather
• Study the approach on paper and pilot book, entering waypoints on the plotter
• Contact Port of Arrival
• Arrange maintenance and repairs if necessary
• Make hotel reservations if necessary
• Book flights if necessary
• Review the list of work to be done in the port
• Send an email with the ETA to the contact list.

CHECKLIST BEFORE ARRIVAL 3 or 5 DAYS EARLIER 48 HOURS EARLIER

• Thorough cleaning of the interior
• Thorough cleaning of the sump
• Preparing laundry bags
• Full shower and shave
• Check engine starting
• Check the fuel
• Check the operation of the autopilot
• Checking the battery charge of the portable VHF
• We hoist the courtesy flag
• Contact the Port/Marina to confirm ETA.
• Open the pilot house and nautical charts for the approach

CHECKLIST BEFORE ARRIVAL 3 TO 5 DAYS EARLIER FROM 12 TO 4 HOURS EARLIER

• Change of clothing and beard
• I check that the mainsail runs and the carriages are not stuck
• Prepare the mooring lines
• Preparing the fenders
• Stow all sea gear, including oilskins and various equipment
• Stowing the Hydrovane
• Install autopilot
• Start the engine at idle speed
• Tune the VHF radio to the marine channel.
• Turn on the portable VHF radio
• Place the iPad in the well
• Stowing the satellite phone
• Lowering and securing the mainsail
• Preparing the winch to furl the jib
• We prepare the anchor, should we need to anchor at the last moment.
• Preparing documents for customs
• Confirm ETA

WHO ANDREA LODOLO IS
Andrea Lodolo, pictured below aboard his boat BIBI, a solo sailor, from his three-year cadet-ship training at Warshaw Maritime Academy and work on British merchant navy ships, has devised the Yacht Safety Management System or YSMS, which implements a safety protocol for recreational sailing inspired by the “ISM Code” standard mandatory on all ships over 500GT internationally. He is one of the participants in the Golden Globe Race 2026.