Logbook, how to fill it out well and why it is important

Verba volant, scripta manent…together with the experts at Yacht Pro Hub*, we explain why to keep a logbook, how to fill it out, what not to forget for safe and conscious sailing

Logbook, it’s worth it

The SOLASRegulations(Chapter V) stipulate the obligation for all ships engaged in international voyages to maintain a Logbook on board. This logbook is not simply a formal requirement, but a vital document that must contain a detailed record of safety-relevant navigation activities and events. The accuracy and completeness of the entries must be such that a full reconstruction of the voyage is possible. Despite the fact that there is no formal requirement for recreational boats to keep a Logbook (at least for most countries), the compilation of a meticulously updated Logbook is a practice of high value for the inherent safety of navigation, for the conscious and efficient management of the vessel, and for the establishment of an evidentiary record in case of unforeseen events or disputes.

Another indispensable element that we wish to strongly emphasize is the obligation of the master of any vessel to prepare a “Passage Plan” before embarking on any navigation. Although in recreational boating such planning is not always formalized in a written document, its mental execution and clear definition of the key elements of navigation are an imperative duty. We at Yacht Pro Hub (YPH) believe that, even for recreational sailing, it is of paramount importance to transcribe the salient information of the Passage Plan on a medium that can be shared with the entire crew. Actively involving the crew in drafting the Passage Plan and researching relevant nautical information not only increases collective awareness of risks and procedures, but also promotes a sense of shared responsibility.

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To avoid misunderstandings

A crucial practical aspect, again related to planning, is the visual plotting of the planned course, at a minimum on the plotter on deck. The plotted course constitutes the main route to be followed, meticulously defined and validated by the skipper to avoid known hazards and risk areas. The watch crew must have a clear understanding that adherence to the plotted course on the plotter is equivalent to adherence to the Passage Plan, minimizing the risk of navigational errors. A prime example of the importance of this practice manifests itself in verbal communications, which are often inaccurate due to wind noise or misunderstandings. A skipper who, going below deck, issues an order to maintain a course of “one hundred and thirty-five degrees” may find, on his return, that the boat followed a course of “one hundred and fifty-five degrees” due to misinterpretation.

In contrast, the display of a clear “WPT BRG 135°” (bearing to waypoint) on the plotter eliminates any ambiguity, ensuring correct course execution. If, in addition, this figure is shown in the Logbook, any deviation from the planned route becomes even more obvious. It is implied that the route displayed on the plotter should be dynamically updated whenever changes to the navigation plan occur, whether due to changing weather conditions, destination change decisions, or routage updates.

Two must know the boat

In addition to the Passage Plan and route planning on the plotter, before setting sail it will be the captain’s responsibility to perform pre-departure checks, using the checklist as a guide, and to set aside adequate time for briefings on safety procedures, which the entire crew will be asked to attend. It is imperative that at least two people know the boat, all of its equipment and where respect materials, hardware, etc. are stowed, so it is recommended that Pre-departure checksbe done together with the other person who knows the boat.

We also reiterate that the commander is not a “one man show,” so he will organize corvees, shifts, maintenance and all shipboard operations by delegating and supervising. If some crew members on board have specific skills, let us use them and also try to make them common assets, so that at the end of the transfer there is more knowledge and expertise in the whole crew.

How to fill out the logbook

–Documentary Support: The Logbook may be maintained in paper format (a logbook with permanently bound and non-removable pages, numbered consecutively) or in electronic format, provided the system used ensures the inalterability, integrity and traceability of the entries, and is approved by the relevant Maritime Administration. We use the paper YPH logbook on our boats.

– Method of Annotation: All entries should be made using indelible ink (preferably black) to ensure legibility and permanence. Annotations should be clear, concise and unambiguous.

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– Correction Management: In case of errors or inaccuracies, the correct procedure involves single horizontal strikethrough of the erroneous entry so that it is still readable. No erasures, abrasions or the use of liquid correctors are allowed.

– Keeping the Logbook: The hard copy Logbook should be kept in a safe place that is easily accessible to the ship’s personnel during the voyage, typically at the chart table. It is inadvisable to carry it in the cockpit and keep it in places where it can accidentally get overboard or wet. Once all pages have been used, the logbook is kept in a safe place.

Why you need the logbook

– Ensuring Navigation Safety: Systematic and detailed recording of navigation parameters (position, course, speed), environmental conditions (wind, sea, visibility, atmospheric pressure), and significant events (course changes, sightings, malfunctions) provides a crucial information base for analyzing possible accidents and implementing future preventive measures.

– Legal and Probative Documentation: The Logbook represents an official record of the unit’s conduct while at sea. In the event of maritime casualties, investigations, or legal proceedings, accurate and timely records can provide objective evidence of actions taken, precautions taken, the condition of the unit, and prevailing environmental conditions. This can be instrumental in establishing liability and legal defense.

– Unit Management Optimization: Regular logging of on-board systems data (battery status, tank levels, engine and generator hours of operation) enables accurate performance monitoring, early detection of anomalies, preventive maintenance planning, and efficient fuel management.

– Maintenance and Repair Support: The detailed record of every malfunction, failure, and maintenance work performed or needed creates a valuable technical history for on-board personnel and outside technicians. This documentation facilitates problem diagnosis, repair planning, and tracking of interventions performed.

– Communication and Handover: A well-maintained Logbook facilitates communication between shifts and the handover of safety-relevant and unit management information.

– Educational and Training Value: Retrospective analysis of logbook entries can provide valuable information for training shipboard personnel and continuous improvement of operating procedures.

Practical example. How to keep a proficient logbook

This is how the logbook is composed according to the Yacht Pro Hub standard. A very useful guide to follow-if not copy-even on your own boat

• download the facsimiles of the logbook in pdf HERE and HERE

NAVIGATION DATA AND ENVIRONMENTAL CONDITIONS (Typical Annotations at Regular Intervals)

– DATE AND TIME (UTC/Local Time): Accurate record of the time of the annotation, with time zone indication.

– LATITUDE AND LONGITUDE: Geographical position of the unit, expressed in degrees and minutes (and decimal fractions), the reference system used is WGS 84, unless otherwise specified.

– CTS (Course to Steer): Course to follow to the next waypoint, expressed in true degrees.

– COG (Course Over Ground): actual direction of movement of the unit with respect to the bottom, detected by GPS, expressed in true degrees.

– SOG (Speed Over Ground): Actual speed of the unit with respect to the bottom, detected by GPS, expressed in knots.

– LOG: Total distance traveled by the unit (in nautical miles) and/or distance traveled since the last counter was reset.

– TRUE WIND DIRECTION/TRUE WIND SPEED: Source direction (true degrees) and intensity (knots or m/s) of the true wind. Datum resulting from interpolation of apparent wind and boat direction and speed.

– APPARENT WIND DIRECTION/APPARENT WIND SPEED: Apparent wind direction and intensity (as perceived on board and detected directly by the anemometer).

– ATM (Barometric Pressure): Atmospheric pressure measured by the on-board barometer, expressed in hPa or mmHg (it is essential to have a good barometer and calibrate it).

– SKY: Cloud cover, expressed in eighths, 0/8 clear, 8/8 overcast. On the notes we can indicate the type of clouds. Also with the abbreviations of the WMO (World Metereological Organization).

– SWELL DIR: Direction of wave origin, expressed in true degrees.

– SWELL m: Significant height of the primary wave.

– VISIBILITY: Prevailing horizontal visibility, expressed in nautical miles or in qualitative terms (e.g., good G (good) >5 mg, moderate M (Moderate) < 2 Mg, poor F (Fair) <1 Mg, Fog Fog <0.5 Mg.

– SAIL: Sail configuration in use at the time of annotation. (M:Main, M1R: Main 1 reef, J: Jib, SS: Staysail, Gen: Gennaker, Mi: Mizzen , C0: Code zero)

– ENG rpm: Rotational speed of the main motor, expressed in revolutions per minute (if in use).

– NOTES: Summary notes of specific events, significant maneuvers, sightings of other units or landmarks.

WHAT TO ANNOUNCE.

Notes: Chronological and detailed record of all events relevant to the safety of navigation, in strict accordance with the International Regulations for Preventing Collisions at Sea (COLREG). This includes:

– Details of any hazardous intersection, noting detection, distance, CPA (Closest Point of Approach) and actions taken.

– Evasive maneuvers performed to avoid boarding situations.

– Warning of navigational hazards (wrecks, unmarked buoys, sudden fog banks).

– Significant changes in weather or sea conditions.

– Malfunctions of navigation or safety equipment.

– Emergency radio communications broadcast.

– Possible injuries on board.

– Any event that may have implications for the safety of the ship or crew.

CHECKS: Record of the performance and results of periodic checks of on-board systems and equipment:

– RIG (Every 3 hours): Visual and tactile inspection of the integrity of mast, shrouds, stays, current and sleeping rigging, and sails. Report any anomalies found.

– ENGINE CHECK (Every 3 hours, with engine running): Check operating parameters (temperature, oil pressure), go to engine room and check for fluid leaks (water, oil, fuel), abnormal noise and vibration, condition of belts, and fluid levels. Report any abnormalities.

– GENERATOR CHECK (During use): Similar to the main engine check.

– BATTERY CHECK: Record the S.O.C. (State Of Charge) percentage for the services battery bank and voltage. Report any significant discrepancies from previous readings or expectations. Ensure that the SOC is compatible with the revealed voltage, so as to test the reliability of the Battery Monitor and recalibrate if necessary.

– BILGE CHECK (High frequency, several times a day): Visually confirm the absence of water in the bilges. Verify proper operation of bilge pumps (manually or by testing). Report any activated alarms.

– DIESEL TANK: Record the percentage of fuel in the tank in use. Report any abnormal variations or discrepancies from expected fuel consumption.

– WATER TANK: Note the percentage of water in the tank in use.

– ENGINE hr: Recording hours of main engine operation at the beginning and end of each navigation or every day at 12 noon to monitor total utilization and schedule maintenance.

– GENSET hr: Recording generator operating hours with the same logic as the main engine.

– NOTES (Checks): Detailed notes regarding any anomalies found during checks, corrective actions taken or recommendations for future action.

– CREW: Named list of crew present on board at the beginning of each sailing and record of any crew changes during the voyage.

*WHO ARE THE YACHT PRO HUB EXPERTS
Yacht Pro Hub is a network of professionals and passionate boaters who, through 20 years of experience promote a responsible and conscious boating culture. YPH offers support from purchasing to boat management, training of professionals and crew, and relocation and preparation of the boat for cruising or offshore sailing. Learn more at www.yachtprohub.com