What is the boat charter booking form template?
A charter booking isn't just a date and a headcount. Your skipper needs to know if anyone can't swim, whether there are children who need small lifejackets, any medical conditions, and — for bareboat charters — whether the person in charge is qualified to skipper the boat.
This boat charter booking template covers the trip, the skipper and crew, safety and the lead guest across four pages. Choosing a bareboat charter asks for the guest's qualification, certificate number, sailing experience and a copy of the certificate; a multi-day charter asks for the number of nights; and non-swimmers are counted when there are any.
Guests agree to follow the skipper's safety instructions and accept that the trip may move for weather, then sign. Each booking is saved as a PDF in your FileIt vault, ready to brief the crew.
- Best for
- Yacht and catamaran charters, fishing charters, day-boat hire and sunset cruise operators
- Filled in by
- The lead guest booking the charter
- Time to complete
- About 6 minutes
- Includes
- Duration and boat type, bareboat qualifications, non-swimmers, medical notes, weather and safety agreements, signature
Who uses a boat charter booking form?
- A sailing school takes bareboat charter bookings and checks qualifications
- A catamaran operator books private sunset cruises
- A fishing charter records party size and whether a guide is needed
- A marina hires out day boats with a skipper
- A corporate event planner books a boat for a team outing
- A yacht broker collects details for a week-long skippered charter
Questions on this boat charter booking form
30 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 Your charter
- Charter date*
- Preferred start time
- Duration* 2 hours · Half day · Full day · Sunset cruise · Several days
- Number of nights on board* asked only when it applies
- Type of boat* Sailing yacht · Catamaran · Motor yacht · Speedboat or RIB · Fishing boat · No preference
- Departure marina or harbour
- Adults*
- Children (under 16)
- Children's ages asked only when it applies
- What would you like to do? Sightseeing · Swimming and snorkelling · Fishing · Island or beach stops · Celebration on board · Corporate event
2 Skipper & crew
- Skipper* Skippered — your crew sails the boat · Bareboat — I'll skipper myself
- Your highest boating qualification* asked only when it applies International Certificate of Competence (ICC) · Day Skipper or equivalent · Coastal Skipper or above · National boating licence · None
- Certificate number asked only when it applies
- Your sailing experience* asked only when it applies
- Copy of your certificate asked only when it applies
- Extra crew or services Host or deckhand · Chef or catering · Fishing guide · Photographer
3 Safety
- Is anyone in the group unable to swim?*
- How many non-swimmers?* asked only when it applies
- Medical conditions, allergies or mobility needs the skipper should know about
- Anyone prone to seasickness? No · Some of us · Not sure
- Safety declaration*
- Weather policy*
4 Lead guest
- Lead guest*
- Email*
- Mobile*
- Emergency contact on shore*
- Emergency contact phone*
- Food and drink We'll bring our own · Snacks and soft drinks · Lunch on board · Full catering
- Special requests
- Lead guest's signature*
The boat charter booking form, page by page
1 Your charter
Guests choose the date and preferred start time, the duration — two hours, half day, full day, sunset cruise or several days (which asks for the number of nights) — the type of boat and the departure marina. They enter adults and children; children's ages are asked so the crew brings the right lifejackets. A checklist covers sightseeing, swimming, fishing, island stops, celebrations and corporate events.
2 Skipper & crew
Guests choose a skippered or bareboat charter. Bareboat guests are asked for their highest qualification, certificate number, their sailing experience and a copy of their certificate. Everyone can add extra crew such as a host, chef, fishing guide or photographer.
3 Safety
A required question asks whether anyone can't swim, and how many if so. Guests note medical conditions, allergies or mobility needs and whether anyone is prone to seasickness. A note explains that lifejackets are provided and the skipper decides on safety. Guests agree to follow safety instructions and to the weather policy.
4 Lead guest
The lead guest gives their name, email and mobile, an emergency contact on shore, their food and drink choice, any special requests and their signature.
Make the template yours
- List your own boats in the boat type dropdown
- Change the qualifications to those your insurer accepts for bareboat charters
- Add your cancellation and deposit terms to the weather policy wording
- Add a question about alcohol on board if you have a policy
- Remove the multi-day option if you only run day trips
- Add your marina's address and meeting time to the confirmation message
Tips for a better boat charter booking form
- Ask the skipper to read the safety page before the trip, not on the dock
- Check bareboat qualifications against the certificate copy
- Keep the shore emergency contact with the float plan
- Share catering and dietary requests with whoever is preparing food
- Confirm weather-related changes by phone as well as email
Every response becomes a PDF in your vault
Each booking, with the lead guest's signature and any certificate copies, is saved as a PDF in your vault. You're notified straight away and the guest receives a copy.
The Responses table shows bookings by date and boat type, and can be exported to CSV for your crew schedule.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Boat charter booking form: frequently asked questions
Is this boat charter booking template free?
Yes. It's included in the Forms app on every FileIt account, including the free plan.
Does the form confirm the booking?
No. It collects the booking request. You check the boat and crew and confirm by email.
Which qualifications does the form accept for bareboat charters?
The list is an example. Edit it to match what you and your insurer require.
Can guests upload their skipper certificate?
Yes. Bareboat guests can upload up to two files as PDFs or photos.
Is the safety declaration a legal waiver?
No. It records that guests agree to follow safety instructions and the weather policy. Get your own advice on waivers and terms.
Can we take payment?
No. Send payment details with your confirmation.
Can the lead guest sign on a phone?
Yes. The signature field works with a finger on a touchscreen.