Renting a boat implies, of course, that both parties trust each other. The owner does not know who he will entrust his boat to and the renter does not know the real state of maintenance of the boat he is renting.
This is why we recommend that you, as the landlord, carry out an inventory of fixtures in the presence of the tenant, which is as exhaustive as possible. It will protect the tenant in case of an accident and will, in any case, be requested by the insurance company with which you plan to have a repair covered.
At the beginning
To be carried out before handing over the keys of the boat to the tenant, the inventory of fixtures must be time-stamped and signed by both parties.
We recommend that you have a view of the boat from the side (on both sides) and from above. You will note, in the presence of the renter, all the impacts, scratches, splinters... Observed by both of you. Considering that this document commits you both, there is no need to differentiate the points noted by one or the other.
You will note all the available removable fittings (ropes, horseshoe buoys, cranks...) as well as the totality of the safety equipment, its state.
Done in daylight, this inventory of fixtures will include the levels of fluids taken (fuel, clear water, waste water, engine oil...). Ideally, photograph the gauges to avoid the risks of interpretation.
Finding the right level of detail
While noting the number and condition of linens you provide (sheets, pillowcases, towels...) is important - don't demand that they be returned washed if it is virtually impossible. There is no sense in counting the number of teaspoons or how full the salt shaker is. This is where trust comes into play. If you try to be too detailed, you may forget to note the essential. It is more important to record the number of winch cranks, for example, than the number of clothespins!
Plan the time needed
On an intermediate size sailboat, allow 1 to 2 hours for a complete inventory and handover. This time is not part of the rental. In other words, if the renter has rented 24 hours, it is 24 hours of actual use, not 24 hours minus 2 x 2 hours. It is your responsibility as the owner to ensure that the boat is seaworthy at the time of handover and you should never rely on a renter to add engine oil, change a line or refill the water tank. This would shorten the term of the rental and should, in any case, result in a repair (in time or money) upon return.
The keys are handed over, everything is in order. Both of you sign the two versions of the document, with date and time. This date and time announces the legal beginning of the rental. From this moment on, you, as the owner, can no longer board the boat. Unless you have been invited to do so by the renter who becomes the legal occupant. Be elegant and, if you feel the need to retrieve something from the boat, ask the renter for permission.
Once the tenant leaves, things are not over
The tenant has taken possession of the keys and the boat and left. After a few minutes, the first call may come. What was working perfectly at the dockside connected to the mains can, for one reason or another, break down. Here again, before a "reasonable" period of time (which we advise to clearly state on the inventory) has elapsed, you are still responsible for the breakdowns or malfunctions of the equipment on board.
The return inventory, a critical moment
Before you jump on the tenant on the way home, make sure everything went smoothly. Take an interest in his navigation and any answers or information he may have missed. Allow time for the renter to unload his luggage and crew and to clean the boat, if planned. Do not collect the keys before the inventory of fixtures has been completed. The return of the keys clearly means that you take back control of the boat and the absence of a return inventory means that it is in all respects in conformity with that of the departure. Totally unimaginable, if only for the levels.
The same thing, but in reverse? Not quite
One might imagine that the inventory of fixtures on return is identical in every respect to the one on departure. This is not the case, your boat has sailed, the tenants have used the lazarette and there will inevitably be a little less salt in the salt shaker, but maybe a new bottle of oil. Don't try to be more picky than you have to be. You risk antagonizing the tenant and ending up in a deadlock if a real problem is found.
Armed with both your version of the departure survey, add any dents, marks and defects you find. Mention the fluid levels and leave comments on the overall condition of the boat. Finally, provide a free comment field that the renter could leave you (" The VHF has a bad contact when changing channels ", " You have to turn the thermostat of the fridge to full to get ice cubes "?).
Differentiate between the state of the premises and the cost of restoration
The inventory of fixtures is only an inventory of the condition of the property you are renting. It is not used to evaluate the possible costs of repair or to invoice the consumption of unfilled fuel. Do not confuse these two concepts, as they are really independent. If damage is found, a neutral third party will have to be brought in to assess the real value of the repairs. If you opt for an amicable settlement (financial or in terms of time), keep in mind that this settlement commits you to claiming nothing more than what was planned. Hence the interest of a neutral and fair eye on the damage.
Don't forget to sign the return inventory of fixtures
Once completed and filled in, sign and have the renter sign the return inventory of fixtures and take a final tour of the boat with him. This is the ideal moment to make sure that he has not forgotten anything (phone charger, children's toys...) and to finish debriefing the departure.
Once this last tour is completed and the keys are returned to you, you will have full use of the boat you rented.
