Before casting off, it's a good idea to check something as important as the engine or the sails: the ship's documents. Maritime authorities may ask you to present them at any time, and if a document is missing or has expired, this may result in heavy fines or even the detention of the vessel.
Please note that the specific requirements vary depending on the length, registry, and type of vessel, so it is advisable to confirm the details of your situation with the Maritime Administration.
Vessel Documentation
These are the documents that certify the vessel's identity and seaworthiness:
- Spanish Navigation Permit or Certificate of Registration. Which of the two applies depends on the registration list: vessels on the seventh list carry a navigation permit, which replaces the registration certificate. It certifies the vessel's registration with the government and identifies its owner.
- Certificate of Seaworthiness. It certifies that the vessel meets the requirements for navigation. For vessels less than 12 meters in length that bear the CE mark, the certificate of registration and the written declaration of conformity issued by the shipyard may serve as substitutes.
- Flag and Registration, when the boat is secured to them.
Liability Insurance
Liability insurance is mandatory, and you must be able to provide proof of payment. It covers damage to third parties while boating and is required for motorboats, sailboats longer than 6 meters, and personal watercraft. It is one of the documents that is checked most frequently.
Skipper's Certification
Whoever is in command of the vessel must hold the appropriate boating certification for the vessel’s length and engine power (boating license, PNB, PER, Yacht Skipper, or Yacht Captain, as applicable) and carry a valid copy of it on board while the vessel is underway.
There are exceptions: no license is required for motorboats with a power rating of up to 11.26 kW and a length of up to 5 meters, or for sailboats up to 6 meters in length, except in the case of personal watercraft.
Crew Documentation
In addition to the vessel’s documents, each person on board must carry their identification (ID card or passport). On vessels with a registered professional crew, the crew list and manning table—which list the crew members—also come into play.
Safety equipment… and its expiration dates
It’s not enough to simply carry safety equipment—it must also be certified and within its expiration date. During an inspection, expired life jackets, flares, fire extinguishers, or radio beacons are treated as if they weren’t carried at all: you’ll face a fine and be prohibited from sailing.
In addition to these, there are other deadlines that are easy to overlook:
- Insurance, which may expire without the insurance company notifying you.
- The ITB (Technical Inspection of Ships), the frequency of which varies depending on the ship's length and age.
- The Boating License: If it expires, you lose the authority to operate the vessel.
The most common mistake: expiration dates
Most problems with vehicle paperwork don’t stem from not having the right documents, but from something expiring without anyone noticing. Insurance, the ITB, flares, and the vehicle registration itself all expire on different dates, and it’s very easy to miss one.
That's why, beyond simply keeping your documents, what's truly useful is keeping track of expiration dates and planning ahead so you can renew them in plenty of time.
How to Keep Everything in Order and Always Within Reach
Keeping your paperwork organized and accessible saves you from last-minute rushes and headaches during an inspection. An easy way to do this is to digitize it: gather all your boat’s documents, your certifications, and the crew’s information in one place, and keep it all on your phone.
That's exactly what you can do with Portview's Nautical Passport: you can store your documents, keep track of them so you can refer to them or send them to the port when needed, and it also alerts you before anything expires so you can renew it in plenty of time.