What is a crewed boat charter agreement?
On a crewed charter, the group gets the day out and the captain keeps command of the boat. Problems start when guests don't realise that: they arrive late and expect extra time, bring more friends than the boat can carry, or argue when the captain turns back because of the weather. A charter agreement sets those expectations before anyone steps aboard, and makes clear who pays when the trip is cancelled.
This template is for charters with a captain and crew, as opposed to bareboat rentals. It records the boat, date and times, departure point, route, crew and passenger limit, and gives the captain clear authority to change or end the trip for safety. It covers life jackets and the safety briefing, swimming, medical information, and conduct rules. You choose the food and drink policy, and set the charter fee, deposit, fuel and gratuity terms, with an optional refundable damage deposit. Damage claims need photographs and an estimate. Weather cancellations by the captain give a new date or a full refund, and the free cancellation window is yours to set.
- Best for
- Yacht, fishing, sailing and party boat charter operators
- Signed by
- The charter operator and the charterer
- Type
- Crewed: the captain stays in command
- Length
- About 3 pages, initialled on every page
When to use a crewed boat charter agreement
- A sunset cruise for a birthday party of ten
- A half-day deep-sea fishing trip with rods and bait supplied
- A sailing day with lunch at anchor in a cove
- A corporate outing on a motor yacht with catering
- A wedding guest boat transfer to an island venue
What you fill in
22 blanks, then the name and email of each person who signs: charter operator, charterer.
1 The parties
- Charter operator (your business)*
- Your phone or email*
- Captain's licence or operator permit (optional)
- Charterer*
- Charterer phone or email*
2 The charter
- Boat*
- Maximum passengers (not counting crew)*
- Charter date*
- Boarding and return times*
- Departure point*
- Planned route or purpose*
- Crew provided*
- Food and drink* the Charterer may bring its own food and soft drinks, and alcohol in moderation · the Charterer may bring its own food and soft drinks, but no alcohol · provided by the Operator as listed below · catering arranged by the Operator from the menu agreed, at extra cost
- Food, drink or extras included (optional)
3 Price and payment
- Currency*
- Charter fee*
- Deposit due on signing*
- Fuel* included in the charter fee · charged at cost on return, for the fuel used
- Refundable damage deposit (optional)
- Crew gratuity* not included, and at the Charterer's discretion · included in the charter fee
4 Cancellation
- Charterer may cancel for a full refund up to (days before)*
- Governing law*
5 Who signs
- Charter operator signature and date, job title, initials on every page · The business or owner providing the boat and captain.
- Charterer signature and date, initials on every page · The person booking the charter for their group.
What the crewed boat charter agreement covers
- The charter
- The captain's authority and safety
- Conduct, food and drink
- Price and payment
- Damage
- Weather and cancellation
- Insurance, responsibility and general
Using the crewed boat charter agreement, step by step
1 Describe the trip
Enter the boat, date and times, departure point, planned route, crew and maximum passengers.
2 Food and extras
Choose the food and drink policy and list anything included, such as soft drinks, snorkel gear or fishing tackle.
3 Set the money
Enter the charter fee and deposit, and choose how fuel and gratuity are handled. Add a damage deposit if you take one.
4 Cancellation and send
Set the free cancellation window, add your licence details and the governing law, and send it to the charterer.
Tips before you send it
- Check that your captain's licence and the boat's approval cover paying passengers in the waters you'll use.
- Ask for guest numbers and ages in advance so you bring the right sizes of life jackets.
- Make the weather call early and in writing. The template lets the charterer choose a new date or a full refund.
- If you use a passenger waiver, send it with the agreement so guests can sign before the day.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Crewed boat charter agreement: frequently asked questions
Who decides if the weather is too bad?
The captain, using official forecasts and their own judgement. A cancellation before departure gives the charterer a new date within 12 months or a full refund. Weather the captain judges safe isn't a reason for a refund.
Is this the same as a boat rental?
No. In a crewed charter the operator's captain stays in command. For renting a boat without crew, use a boat rental agreement.
What if guests damage the boat?
The charterer pays for damage caused by the party's carelessness, beyond normal wear, after being shown photographs and a repair estimate. Breakdowns and crew-caused damage aren't charged.
Can the captain end the trip early?
Yes, for safety or because of drunk, abusive or unsafe behaviour. If it's cut short for weather, a fair share of the fee is refunded.
Is the template free?
Yes. It's free with FileIt eSignature, and the charterer signs from the email link without an account.