sailboat maintenance log

Better Sailing

Sailboat Maintenance Checklist

Whether your sailboat is stationary for a long time, or whether you live and travel with it, there are several key things to keep an eye on. Regular maintenance of your sailboat will ensure more years of use and better performance. Furthermore, your sailboat will be safer and it will keep its value longer. Below you’ll find a checklist for routine mission-critical checks. Some of these checks have to be performed both daily and monthly. Others require monthly and annual checks, but always make sure to inspect everything, thoroughly. Follow the steps of the list and ensure trouble-free sailing.

The engine of your sailboat is something that requires a lot of care and attention. Inspect regularly the condition of the engine and look for corrosion, as well as make sure that the outboard motor is securely in place. Daily maintenance of the engine consists of:

• Check the engine’s oil level.
• Check the belt tension.
• Transmission fluid level.
• Inspect pulleys as well as the alignment.
• Alternator and water pump belts have to be tight.

And now we’re moving on to the monthly maintenance of the engine which includes:

• Change the oil and filter of the engine.
• Clean the thru-hull.
• Clean the siphon break.
• Fill up coolant and antifreeze if needed.
• Check pump, impeller, and raw water strainer.

Finally, let’s see the annual maintenance of your sailboat’s engine:

• Test the batteries.
• Check the diesel tank for damages.
• Inspect the shaft and propeller.
• Change primary and secondary fuel filters.
• Bleed the fuel system.

Check the Bilge and Bilge Pump

The bilge is situated at the bottom part of the sailboat and collects excess water. The bilge pump is the piece that removes water from the bilge. If the bilge pump is damaged, your sailboat can even be sunk! In order to keep yourself and your boat safe, check the pump hoses for debris that could cause clogs. In case you find a leak, the first thing you should do is to taste the water. Is it freshwater or saltwater? So, every few days survey the bilge for oil, water, or fuel leaks. Moreover, it’s important to lift a central floorboard often just to ensure that the bilge is dry. Leaks can be caused by different areas. For instance, leaks that come from holes in the deck, loose hatch seals, or improperly sealed windows.

>>Also Read: Common Sailboat Problems and How to Fix Them

Always inspect probable damages to your sailboat, even if it’s in a well-maintained condition. It’s recommended to make monthly and yearly checks to make sure it stays in perfect condition. Firstly, inspect the hull, keel, and rudder and look for any damages, cracks, and blisters. Then, make sure that the drain plugs are in place. Apply gel coat restorer or a rust inhibitor to the scratches or to the rusting of your sailboat’s bodywork. Moreover, you will also need to remove your sailboat from the water, once a year. It’s easier to do this during the winter months and although this can be a costly thing to do, is really worth it. Like this, you’ll get a better image of the hull’s condition and fix anything that needs repair. Finally, remember to annually carry out anti-fouling and any re-painting or zinc replacement.

Raw Water Strainers and Freshwater Levels

Don’t forget to check your seas strainers! If you’re running your generator, heat/air conditioning, or anything that requires saltwater or raw cooling system to function, you might want to surveil your strainers. Furthermore, inspect the water flow on all of the raw water cooling systems. You have to see an easy flow of heating, Genset, refrigeration, and aircon cooling water out of the system. If the freshwater system, which is pressurized by an accumulator tank gets too low, then it throws the whole system out and thus it will not be working properly. So, it’s imperative that you never let your water tanks empty.

As for the electrical system it is recommended to check it every month. Check the condition of the wires, if they’re neatly secured, dry, and inspect their casings to see if they are intact. However, there are some sailboats that have their generator running periodically to charge them up. So, keep an eye on your battery’s charge levels. Also, the electrical lines must be in good condition to keep the electrical system on your sailboat up and running. Any damaged lines could provoke a fire hazard. To prevent electrical lines from erosion, remember to keep them clean, and use a digital multimeter to make sure everything’s working properly.

Without the battery, which is the heart of your sailboat, the engine won’t start, nor the electrical components will work. So, take good care of the battery and check it once a year, or more often, i.e. during the boating season. Keep in mind that batteries naturally degrade over time, so this is a must task to perform. You can check the battery’s charge with a digital multimeter, and the connections for corrosion. Moreover, test the batteries and check if they’re clean and dry. There are sailboats that have solar and wind power that continuously tops up the batteries. Other sailboats depend on having the generator running periodically in order to charge them up.

In case you’re running the generator you will need to check its vitals at least once a week. So, check the oil, belt, water level, and inspect for leaks and loose connections. You can see the leaks easier if you keep the Genset clean.

Oil and Filter

Remember to regularly change the oil and oil filter. In case you don’t, then it is possible to provoke damage to the engine parts. In order to change the oil, let the engine run for about seven minutes, then turn it off. Subsequently, place a container under the drain plug. Take out the drain plug and loosen the screw that is located above. Then, let the oil drain out for about 30 minutes. During this process change also the oil filter. After the oil drains out, replace the drain plug and tighten the screw. Finally, fill the engine with the proper oil.

Fridge and Freezer Temperature

The effectiveness of a fridge often depends on the temperature of the sea. Many boat refrigeration systems get a charge over time which makes them less effective. Therefore they slowly reduce the temperature gauge. So, it is recommended to change the temperature gauge at least once a week. The temperature of the fridge has to be below 5 degrees and the freezer below freezing.

Sails and Rigging

Sails and rigging have to be checked at least once a month. Firstly, look out for any chaffing where the headsail sheets attach to the clew, and also to the traveller and boom vang. Secondly, examine thoroughly if there’s any wear on the mainsail. Then, check if the cotter pins and shroud are in place and in good condition. Finally, make sure that the turnbuckles and pelican hooks on the lifeline are in good condition.

Summary- Maintenance List

Your sailboat’s maintenance needs to be taken seriously. When you’re regularly maintaining your sailboat, you also ensure its life spanning. Some basic items that require constant maintenance are the generator, the battery, the plumbing, the bilge, oil, and the fridge and fluid levels, among others. However, there are others that require monthly or yearly maintenance, such as the engine, the electrical system, the sails and rigging, the propeller, zippers, hinges, upholstery, etc. In case you can’t repair or check the condition of these parts, then consider contacting a professional to help you with the maintenance process.

Peter is the editor of Better Sailing. He has sailed for countless hours and has maintained his own boats and sailboats for years. After years of trial and error, he decided to start this website to share the knowledge.

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The Ultimate Sailboat Maintenance Checklist...

The ultimate sailboat maintenance checklist.

Pop quiz: when are you finished with maintenance on your sailboat? It’s a trick question. The real answer is “never,” because a sailboat needs regular care and attention if it’s going to perform at its best. And that care and attention won’t help if it isn’t comprehensive. That’s why we’ve put together this ultimate sailboat maintenance checklist to help keep your ship in top condition:

• Inspect the boat. Survey the bilge, for example. Test the bilge pump and make sure it runs smoothly. Visually inspect the hull. Look for leaks. Check the raw water sea strainers and look at your battery levels on a regular basis. The key word here is “comprehensive.” Remember, without a comprehensive inspection, you won’t know which issues need addressing.
• Inspect your anchorage. Keeping an anchor in proper condition is essential. You don’t want to head out on a journey and find out that your anchor is suddenly flawed. Some experts recommend waiting for clear waters and weather and diving down to check the anchor itself.
• When in doubt, get a second opinion. If you’re not sure about the quality of a particular system, you should bring in an extra pair of eyes—preferably an expert’s pair of eyes. It’s better to know that your sailboat doesn’t have a problem than to wonder.
• Write down your regular maintenance habits. Add a date next to your notes so you know what needs to be done first. You’d be amazed at how much time can pass since you inspect a critical system if you don’t track it. By tracking it, you’ll know which spots on your sailboat deserve the most attention next time around.
• Look at the quality of your sailboat’s wood. A sailboat’s wood is comparable to its lifeblood. You don’t want dry rot to set in and completely change its quality. We recommend a range of Wood Restorers that can help you out here if a total replacement is not needed. Our Git-Rot Kit is particularly helpful. It uses capillary action to penetrate through wood rot and strengthen the wood to make it both sandable and paintable.
• Keep it clean! If there’s one thing inexperienced boat owners often forget, it’s that keeping a clean boat can work wonders. Keeping your sailboat clean will help prevent mildew from developing, which in turn ensures that you don’t end up with a lot of strange odors that become hard to eradicate. We have a full range of Boat Cleaning Products here at BoatLIFE for you to peruse.
• Address maintenance issues as soon as they arise. Don’t put a new issue, such as a strange noise, on the back-burner. You don’t want to find out about a new problem when you’re out on the water. You want to know everything there is to know when you’re safe at home.

Stock Up On Boat Maintenance Products

There is a lot you can do to maintain a high-quality, sea-worthy sailboat—and you’ve read a lot of it here. Make sure to expand your boat maintenance toolkit with our boating products here at BoatLIFE.

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Vessel maintenance log - what it is & how to manage it.

To avoid unexpected surprises related to your vessel, it’s no secret that maintenance should be one of your top priorities. However, maintenance is includes a lot more than your regular checks, visual inspections and hasty examinations. 

Depending on the size and built of your yacht, there’s a significant number of tasks that need to be performed regularly to ensure its safety and performance. 

While maintenance mainly falls upon the engineer of the vessel, their ability to perform their tasks effectively affects the whole crew. This is why keeping a vessel maintenance log is crucial if you want your routine to be efficient and precise. 

In this article, we talk about the importance of a vessel maintenance log and give you a brief overview of its contents. To this end, we provide the main benefits of a vessel maintenance log and the main sections it should encompass. Finally, we look at some essential tools you can use to help you manage these tasks smoothly.  UPDATE 13/10/2021: Check out the new boat maintenance log feature of Plan M8

What is a maintenance log book?

A vessel maintenance log book is a rather simple, albeit very useful document. It contains a list of all the actions that need to be taken in order to keep your boat in perfect condition. 

The booklet offers a detailed overview of all of the equipment that needs to be maintained and help you track maintenance history. Additionally, it can include precise information on things like: 

• materials and time needed for maintenance
• spare parts and suppliers
• the operator in charge of the maintenance of a particular piece of equipment 

Note that every vessel will usually come with its own maintenance log and the concept is important yet somewhat outdated. Let’s briefly go through the importance of a maintenance log before looking into more efficient, alternative solutions.

Why is keeping a boat maintenance log important?

Beyond the obvious benefits of staying organized and up to date with your maintenance, there are some additional advantages of keeping a precise vessel maintenance log. 

Save on upfront costs

Keeping a detailed vessel maintenance log will allow you to know exactly when to repair or replace old equipment. You will gather data regarding failure patterns, expenditure, and repairs. This will allow you to save up a lot of money in the long run. 

For instance, let’s say you have a piece of equipment that fails regularly. The maintenance vessel log will show you the pattern of breakdowns that needs your attention. It should allow you to opt for a new piece of equipment that will be more efficient and cost-friendly. Not to mention, the added warranty that would minimize maintenance costs even further. 

On the other hand, the absence of a log can also lead to a disorganised maintenance schedule and more breakdowns. In turn, your ship will be stuck in port, keeping your crew idle and wasting money instead of earning. 

Finally, the repairs themselves can be quite costly. Add up the overtime for repair technicians and urgent parts deliveries and it becomes clear how keeping a vessel maintenance log becomes a money-saver. 

Identify trend across equipment parts, brands, and components

Keeping a vessel maintenance log will help you clarify recurring trends related to equipment. You will be able to draw patterns across models, brands, and components. 

This, in turn, allows you to highlight the best course of action when it comes to durability, repairs, availability, etc. 

Adding to that, the more consistent your maintenance log records are, the more pertinent the data will be. This data will then be crucial for you to avoid any money-sinks, and to develop sustainable best-case scenarios for the equipment on board.  

Increase the safety of crew members

As we mentioned previously, keeping a detailed vessel maintenance log should result in fewer breakdowns. If your equipment is always kept in perfect working condition, it reduces the risks of accidents considerably. 

The log allows you to track your equipment’s health, ensuring a safer working environment for the most important resource - your crew. 

• Prevent problems regarding warranty claims

Yet another benefit of carefully documenting maintenance and repairs on your vessel equipment, is that warranty claim processes become much more streamlined. 

First, you can track all warranty information through a single document. Easily accessing this information is crucial to be able to think ahead. 

For instance, it can be extremely troublesome when you are counting on a warranty claim for an essential piece of equipment, only to discover that its warranty has expired. Worse, this usually happens once the part has broken down, causing unexpected costs. 

Moreover, keeping the exact dates and types of maintenance done on your equipment will help you easily determine your rights on warranty claims.  

Track the crew’s accountability of certain pieces of equipment

Keeping a log of maintenance checks will allow for better accountability of the crew members that maintain and operate with the equipment on board. 

Crew carelessness can be a major factor in equipment failure. Thankfully, the vessel maintenance log can help you detect these patterns. You can then monitor crew-members that show signs of negligence and act accordingly. 

Furthermore, ensuring everyone knows that you keep these types of records will encourage the crew to be more careful with the equipment. 

And finally, the operators that are in charge of maintaining the equipment are equally held accountable for their work. This should ensure that the maintenance is always done up to the standards set up by the captain . 

Increase the resale value of your equipment (and vessel)

Record-keeping helps you prove that the equipment has been properly taken care of during the time it was used on the vessel. 

This can have a great impact on the decision of a second-hand buyer. The records paint a clear picture of the attention the previous owner has given to a certain asset. It boosts the buyer’s confidence that the equipment is in perfect condition and that it will serve them well. 

As such, equipment with maintenance records retains a much higher value than equipment with no vessel maintenance log. 

Create specialized maintenance programs

The equipment on your yacht undergoes widely different various working conditions and types of usages. Your vessel maintenance log will allow you to separate your maintenance programs into routine checkups and more detailed ones. 

Thanks to the log, you can cross-reference data such as part suppliers, repairmen, and technicians. You can then create specific maintenance programs for each type of equipment. 

For instance, it can help you set up routine lifeboat equipment list checkups on shorter intervals and in-depth engine and hull checks for your lifeboats on a 6-month basis. 

Main elements of a yacht maintenance log

Generally speaking, vessel maintenance logs have two main sections, that can contain different types of information: 

General equipment information

This section contains the information needed to identify the piece of equipment that needs your attention. This includes: 

• The name of the equipment. 
• Type of equipment. 
• Model and manufacturer. 
• Serial number. 
• Location on the vessel. 
• Crew members responsible for the equipment. 

In addition to this basic information, you can add some additional pertinent data such as: 

• Date of purchase. 
• Purchase price. 
• Warranty duration and/or expiry date. 
• Spare parts in stock. 

Maintenance calendar

The second, and equally important section of your vessel maintenance log will be your maintenance calendar. In this part, you will record crucial data such as: 

• The description of the maintenance. 
• The scheduled maintenance date.  
• Crew-members involved in the maintenance. 
• Eventual external technicians, service providers, and/or part suppliers.  

Boat maintenance checklist 

Providing you with a complete checklist of all the tasks that need to be carried out on a vessel could be a bit of an overreach. However, this short checklist should give you a good idea of what to expect when planning your boat maintenance. 

• Engine - check for corrosion, cracked hoses, leaks, etc. 
• Propeller - critical for performance and fuel economy, the propeller will need a thorough check before every launch. 
• Battery - must be checked frequently as it can be subject to corrosion. 
• Electrical lines - deteriorating electricals can be a fire hazard. Check out this article for additional information on yachts’ electrical systems . 
• Oil - staying on schedule with oil checks is a determining factor in avoiding critical engine failures. 
• Other fluids - steering fluids, coolants need to be checked periodically to ensure smooth sailing. 
• Hull - check frequently for cracks and blisters and avoid costly leaks. 

Check out the video below for a visual representation of a boat maintenance checkup. 

As you may be able to tell, maintenance is as important as it is chaotic. Organizing task history into regular notebooks and excel sheets can quickly lead to an overwhelming amount of data that can confuse both the captain and the engineer. 

Aside from that, you will often have to make smaller notes and highlights about your tasks, which makes record-keeping even more complex.

Thankfully, there is a solution!

PlanM8 - boat maintenance log book software

At PlanM8 we offer the ultimate solution when it comes to your vessel maintenance and record-keeping.  

Our app allows you to easily plan your maintenance schedule and easily cross-reference your equipment with suppliers. The entire process becomes simpler, reducing your running costs and the time spent on maintenance processes. 

Using it is simple and intuitive - components can be added to your database and then used to create specific maintenance tasks in your calendar. 

Become an early PlanM8 adopter; try the app now . 

Wrapping up

In this article, we established the importance of a detailed vessel maintenance log and provided a list of major benefits of holding one, including: 

• Saving you time and money.
• Identifying maintenance trends.
• Increasing safety.
• Streamlining warranty claims.
• Tracking the crew’s accountability.
• Increasing equipment resale value.
• Creating maintenance programs.

All in all, the benefits of holding a vessel maintenance log are quite compelling. Furthermore, software solutions make this previously tedious task easy to incorporate into your daily routine. So if you aren’t already keeping a maintenance logbook, there are no practical reasons to not start one immediately.

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Reasons to Keep a Boat Maintenance Log

• By Rich Johnson
• Updated: August 10, 2021

Death and taxes—the only things you can really count on, or so they say. Of course, if you own a boat, there will be the eventual sale of that boat, which is kind of like death.

Hey, cheer up. Maybe the sale of your boat is so you can buy a different one—bigger, faster, prettier and better equipped. Regardless, it is true that at some point all of us will face the prospect of selling a boat.

No matter how you feel about selling your boat, the process will go easier if you have kept a detailed maintenance log extending all the way back to when you bought it. The reason this will ease the process is because the prospective buyer will feel much happier and more confident about the condition of your boat if he or she can see that diligent attention has been paid to maintenance.

Along that same line, when you buy a used boat, you will want to be able to check over the maintenance log to make sure everything has been done to keep the vessel in satisfactory working order. So, a good maintenance log is a big deal, whether you’re selling or buying a boat.

As an owner, a maintenance log is a great aid in caring for your boat. Noting the dates of regularly scheduled maintenance items, such as filter changes, and oil and other fluid changes, makes it easier to care for your boat, its engines and its systems. Additionally, unscheduled maintenance, such as battery swaps, sacrificial-anode replacements, steering-cable replacement, topping off hydraulic fluid, etc., will help you and prove more valuable with time. That’s because the longer you keep a log, the more patterns of wear—based on your individual use—will begin to appear. So, you’ll know to replace the battery or cable before either leaves you stranded. Track your fuel purchases and engine hours too because fuel quantity burned versus hours is a good barometer of engine health.

It’s also helpful to keep track of part numbers, like spark plugs, filters, O-rings, the ignition-key number, etc. Also note fuse and breaker types, and the amperage ratings for all your devices. Note the bulb type and amperage for all lights. Doing so makes it easy to buy replacements. Reserve two or three pages at the back of your notebook as a repository for this info. If your book has pockets on the covers, you can rip off the labels of parts boxes and keep them handy for reference.

But for now, let’s talk about you as a seller. Remember, a log is not only about maintenance. It should include the date when any new equipment was added. It’s a good idea to make note of the cost of parts and labor, which will help justify the price you ask for your fine vessel. And be sure to save all the owner’s manuals and receipts in a secure and well-organized place so you can pass them along to the new owner. In essence, any time you do anything to the boat, whether it be service-related, routine maintenance, parts replacement, or adding new goodies, write it down in the in the logbook. That log will be money in the bank when it comes time to sell. Here’s how to make a good one.

Jot These Things Down

Get Organized

A maintenance log, in my opinion, should be nothing more than lined pages on which you can make notes about everything that is done to the boat. If the log is already organized into categories for things such as engine- oil changes, filter changes, etc., it will be less inviting and more cumbersome to make notes about all the noncategorized things. There’s a ton of stuff to be written in a maintenance log, so don’t constrain yourself by having a logbook that boxes you into a limited number of categories.

Neatness Counts

Take the time to write clearly so future owners can easily read what has been written. Include part numbers and brand names. Note sources where you made purchases so future purchasers might be able to go to those same sources for parts and supplies. For some things, make note of not only the date but also the engine hours when the service was performed. If someone else did the repair or service, make note of who did it, their address and phone number.

Make a List

Make note of all boat work in your maintenance log, no matter how trivial it might seem to you, and include the date of the work and engine hours at that particular time. Your list will be extensive, but key service elements to document include new fluids, filters, belts, hoses, tanks, fuel lines, batteries, cables and pumps.

In addition, don’t forget to log the addition, replacement or service of equipment such as deck hardware, smoke and CO detectors, marine electronics, canvas, the marine sanitation system, lighting, throttle and shift cables, hydraulic systems, bottom paint and more.

Depending on your boat, there might be more categories on your list. But do yourself a favor and fill out the maintenance log as thoroughly as possible. This might seem tedious, but it’ll pay off in the end.

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How to Keep a Sailing Captain’s Log: A Step-by-Step Guide

Sailing is an exhilarating experience that requires focus, organization, and careful planning. One of the most important tools for sailing enthusiasts is a captain’s logbook, in which they can record important details about their sailing journey. Keeping a detailed captain’s log ensures that you have an accurate record of your sailing experience. In this article, we will look at the steps required to keep a sailing captain’s log. From understanding why you need a log to how to write an entry, this guide will help you document your sailing journey like a pro.

Quick Facts

Why Keep a Captain’s Log?

A captain’s log is an essential tool for any sailor. A logbook is designed to record important details about your journey, including weather, navigation, and crew information. However, a captain’s log serves several purposes beyond just recording information.

Importance of Accurate Record Keeping

An accurate and detailed record of your sailing journey can help you recall valuable information, such as the best routes to take, wind patterns, and the types of gear you need for future trips. It can also assist you in identifying patterns and trends in your sailing experiences . For example, if you notice that you consistently encounter rough seas in a certain area, you can adjust your route or prepare accordingly for future trips.

Additionally, keeping a captain’s log can help you track your progress as a sailor. You can see how your skills have improved over time and identify areas where you may need to improve further. This can be especially helpful if you are training for a specific sailing event or competition.

Legal Requirements and Regulations

In some areas, there may be legal requirements for sailors to keep a captain’s log. For example, if you are operating a commercial vessel or transporting passengers, you may be required to keep detailed records of the journey. It is important to check your local regulations to ensure you are in compliance.

Even if you are not required by law to keep a captain’s log, it is still a good idea to do so. In the event of an accident or emergency, a detailed log can provide valuable information to authorities and insurance companies.

Enhancing Your Sailing Experience

A captain’s log can help enhance your sailing experience by providing a detailed account of the journey. It can help you remember memorable moments, new sailing routes, and the people you sailed with. In addition, keeping a log can help you stay motivated and engaged with your sailing hobby.

One way to make your captain’s log even more meaningful is to include personal reflections and observations. For example, you could write about how the sunset looked from the deck of your boat or how the smell of the ocean air made you feel. These details can help you capture the essence of your sailing experience and create a lasting record of your journey.

Keeping a captain’s log is an important aspect of sailing. It can help you improve your skills, comply with legal requirements, and enhance your overall experience. By taking the time to record your journey, you can create a valuable resource that you can refer to for years to come.

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• High Quality Wire-O Bound
• Made in USA, Proudly Produced in Ohio. Veteran-Owned.

• Columbus, Andrew (Author)
• English (Publication Language)
• 150 Pages - 09/11/2021 (Publication Date) - Independently published (Publisher)

• Five Logbooks In One: Ship’s Log, Cruising Log, Vessel Inventory, Fluid Changes & Fills, Maintenance, Repairs & Upgrades plus a Quick Reference section in an 8" x 10" book - large enough to comfortably write in but still small enough to store conveniently
• Cover every system on board and fulfill navigation, safety, and legal requirements with information organized in 6 sections with 41 subsections; no other logbooks needed; each piece of equipment has its own section so that potential problems are easy to spot
• Pre-departure and change-of-watch checklists to catch problems before they occur
• Long-lasting with a durable waterproof cover that resists tearing off; 164 pages allow for lots of boat use and entries; interior pages are not waterproof
• Find and Record Info Easily: Tabbed sections/subsections let you quickly find the precise information you need; data recording is simple with well-designed pages, heavy paper and lay-flat spiral binding

Choosing the Right Logbook

Choosing the right logbook is an essential step in keeping a captain’s log. Not only does it keep track of important information, but it also serves as a record of your journey and experiences on the water. There are several types of logbooks to choose from, each with its unique features. Here are some key things to look for when selecting a logbook:

Types of Logbooks

Logbooks can be divided into two primary categories: paper and digital. Both types have their advantages and disadvantages. Paper logbooks are simple and easy to use, making them a popular choice for many sailors. However, they can be difficult to read and may not be as durable as digital logbooks. Digital logbooks, on the other hand, are easy to read and can be shared easily; however, they require a device to use and may not be available in all types of weather conditions.

It’s important to consider the type of sailing you’ll be doing when choosing between a paper or digital logbook. If you’re planning on doing extended offshore sailing, a paper logbook may be a better choice as it doesn’t require a power source. However, if you’re sailing in coastal waters and have access to power sources, a digital logbook may be more convenient.

Key Features to Look For

When selecting a logbook, consider the type of information you will be recording and choose a logbook that is designed to accommodate that information. Look for logbooks that have space for recording basic details such as date, time, and location, as well as weather information, navigation information, and crew and passenger information. Additionally, consider the durability of the logbook, as it will need to withstand the elements. A logbook with waterproof pages and a sturdy cover will be a good investment for any sailor.

Another important feature to consider is the size of the logbook. If you have limited storage space on your boat, a smaller logbook may be a better choice. However, if you’re planning on doing extensive sailing and need to record a lot of information, a larger logbook may be necessary.

Digital vs. Physical Logbooks

If you choose to use a digital logbook, be sure to research and test different options. Some popular logbook apps include Deckmaster, BoatLog, and Navily . These apps offer a range of features, from basic logbook recording to advanced navigation tools. However, it’s important to remember that these apps require a device to use, which may not be convenient for all sailors.

On the other hand, if you prefer a physical logbook, consider purchasing one specifically designed for sailors, such as the ASA logbook or the Rite in the Rain logbook. These logbooks are designed to withstand the elements and have space for all the necessary information. They also offer a sense of tradition and nostalgia that many sailors appreciate.

Ultimately, the choice between a paper or digital logbook comes down to personal preference and the type of sailing you’ll be doing. Regardless of which type you choose, a logbook is an essential tool for any sailor and will serve as a valuable record of your adventures on the water.

Essential Information to Record

Recording essential information accurately and diligently is critical to maintaining a useful captain’s log. Here are some of the most important things to record:

Basic Details

Basic details include the date, time of departure, and time of arrival. This information is essential for keeping track of the time spent on the journey and for calculating the distance covered. Additionally, record the name and type of vessel you are sailing on and the name of the skipper.

It is also important to note the purpose of the voyage. Are you on a pleasure cruise, a delivery trip, or an expedition? This information can help you plan your route and make necessary arrangements for the journey.

Weather and Sea Conditions

Weather and sea conditions are critical information to record, as they have a significant impact on the journey’s safety and enjoyment. Include data such as wind speed and direction, sea state, atmospheric pressure, and visibility.

It is important to note any changes in weather or sea conditions, as they can affect the vessel’s performance and the crew’s comfort. For example, if there is a sudden increase in wind speed or a change in sea state, the skipper may need to adjust the vessel’s course or speed to maintain safety.

Navigation and Position

Recording navigation and position information is essential for safety and route planning. Record information such as the course, speed, and position of the vessel and any aids to navigation used.

It is also important to note any hazards or obstacles encountered during the journey, such as reefs, rocks, or other vessels. This information can help you plan future voyages and avoid potential dangers.

Crew and Passenger Information

Record the names and roles of all crew and passengers, as well as any noteworthy experiences they have had during the journey. This information can be helpful for future reference and for assessing the suitability of future crew members.

It is also important to note any medical conditions or special needs of the crew and passengers, as well as any incidents or accidents that occur during the journey.

Maintenance and Repairs

Recording any maintenance or repair required and carried out can help you keep track of the vessel’s mechanical systems and ensure that it is in good working order.

It is also important to note any equipment or supplies that need to be replenished, such as fuel, water, or food. This information can help you plan for future voyages and ensure that the vessel is properly equipped.

By recording all of this essential information in your captain’s log, you can create a valuable record of your journey and ensure that you are prepared for future voyages.

How to Write a Captain’s Log Entry

Writing a captain’s log entry may seem daunting, but using a standard format and writing clear and concise entries can make the process much more manageable.

As the captain of a ship, you are responsible for recording important details about your journey in a captain’s log. This log serves as a historical record of your voyage and can be used for a variety of purposes, including legal documentation, maintenance and repair, and future planning.

Using a Standard Format

Using a consistent format makes it easier to read and interpret the data later. Begin each log entry with the date and time, followed by the basic details, weather and sea conditions, navigation, and position information, crew and passenger information, and maintenance and repair notes.

By following a standard format, you can ensure that your log entries are organized and easy to understand. This can be especially important in emergency situations, where quick access to information can be critical.

Writing Clear and Concise Entries

When writing entries, use clear and concise language and avoid using acronyms or technical jargon. Use bullet points or subheadings to break up the text and improve readability. Keep your entries brief but informative. Aim to record only the most essential information to avoid cluttering the entry with irrelevant or duplicative data.

Remember that the purpose of the captain’s log is to provide a clear and accurate record of the journey. By using clear and concise language, you can ensure that your log entries are easy to read and understand, even by those who are not familiar with nautical terminology.

Including Relevant Details

Include any details that are relevant to the journey, such as interesting events, observations, and wildlife sightings. Remember that the captain’s log should provide a comprehensive record of the journey, including any lessons learned, mistakes made, or changes in plans.

By including relevant details in your log entries, you can create a more complete picture of your journey. This can be especially useful for future planning or for sharing your experiences with others.

Keeping a sailing captain’s logbook is an essential part of any sailing experience. Recording information accurately and diligently ensures that you have a detailed and comprehensive record of your journey. Whether you are operating a commercial vessel or just enjoying a leisurely trip, a captain’s log can help enhance your sailing experience and serve as a valuable tool for future journeys.

Captain’s Log FAQS

How do you keep a sailboat log.

Keeping a sailboat log involves recording essential information like basic details (date, time of departure, and arrival, vessel and skipper names), weather and sea conditions, navigation and position details, crew and passenger information, and any maintenance or repairs conducted. The log entries should be clear, concise, and follow a standard format for easy understanding and future reference.

How do I customize my captain’s logbook?

Customizing your captain’s logbook can involve creating sections that fit your specific needs, such as a section for personal reflections or wildlife sightings. It also means choosing the right type of logbook (paper or digital) that suits your sailing conditions, and selecting an application or physical logbook that provides the features and flexibility you require.

Why keep a captain’s log?

Keeping a captain’s log is crucial for several reasons. It serves as an accurate record of your sailing journey, helps you track your progress as a sailor, and can assist in identifying patterns or trends. Some regions also have legal requirements necessitating sailors to keep detailed logs. In case of an accident or emergency, a detailed log can provide valuable information to authorities and insurance companies.

What should be included in a sailing log?

A sailing log should include the basic details about the journey, weather and sea conditions, navigation and position data, information about the crew and passengers, and notes on maintenance and repairs. It’s also a good idea to include any interesting events, observations, and wildlife sightings for a more complete picture of the journey.

How do you keep logs?

Keeping logs, regardless of the context, involves consistent and regular entries. Each entry should have a standard format, starting with the date and time, followed by the essential details specific to the activity. Entries should be clear, concise, and avoid technical jargon, making it easy to read and understand later.

How do you keep a logbook?

Keeping a logbook involves making regular entries about relevant events or information. Start each entry with the date and time, followed by details specific to the event or activity. Use a consistent format for easy reference and clarity, and make sure to include any notable incidents or observations. Depending on the type of logbook, entries may be handwritten or typed into a digital platform.

John is an experienced journalist and veteran boater. He heads up the content team at BoatingBeast and aims to share his many years experience of the marine world with our readers.

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Maintenance Log and Captain’s Log Templates

We’ve been using a couple of spreadsheet templates on m/v Positive Latitude for a while now to capture important information we want to track about our cruises (Captain’s Log) and all the maintenance we perform on the boat (Maintenance Log). There are a lot of good applications that accomplish the same thing but we want to customize and we don’t want to start over when an application we like is no longer supported. If you are interested in receiving the templates for free, fill out the form below and we’ll send you a link. An understanding of spreadsheets is useful or at least the desire to jump in and figure it out. Feel free to modify for your own use. If you don't use Excel, the templates seem to work fine in Google Sheets and Libre Calc.

Maintenance Log

Captain’s Log

The workbook contains worksheets for: Deck Log - includes calculations for entry Daily Time Underway as well as a summary of Total Hours Underway, Total Days Underway, and Total Miles Marina and Anchorage Log - includes calculations for each entry for Total Cost, and a summary breakdown by # of Stays, # of Days, and Total Cost by type (Marina, Mooring, Anchorage, Yacht Club, and Free Dock) Fuel Log - includes calculations for entry Price per Gallon, Hours Since Last Fill, and Gallons Per Hour as well as overall Average Gallons per Hour. Pumpout Log - includes calculations on each entry for Days Since Last Pumpout as well as Total Cost.

The grey boxes on the worksheets are calculated fields so you shouldn't enter any info in them directly - those get updated automatically as you enter new information. We start a new log file each year and store our log files in the cloud (One Drive is what we use, but there are many options). We can update using a laptop, a tablet, or even our phones, and the files get synced across our devices. However, you can just keep the file locally on your computer if you'd prefer.

• About the Boat
• About the Location

Spreadsheets

• Captains log to keep track of sea time towards the captain’s license.
• Maintenance log of work completed.
• Recurring maintenance schedule.
• Templates of the electronic logs to be printed out. I keep these hard copies as an easier way to write notes as I work. I then copy the notes to the electronic log when I have time (and after I’ve cleaned all the oil, sweat and blood off of my body).
• A provisions log. Useful when it’s important to track consumption on a long crossing.
• Edible provisions.
• Inedible provisions.
• Medical provisions.
• Non-expendables.
• Personal gear (recommended for each crew member to bring).
• And of course, Quicken for tracking financial expenditures.

7 Responses to Spreadsheets

looking for a provisioning list program in xls format

Does the .xlsx version on this page not work for you? I’m pretty busy this week, but I should be able to get the .xls version up next week. Sorry for the delay.

You use the term “HOBBS” as a header for some columns in your sheets. I believe that I am understanding meaning of HOBBS to be something different from how you use it here. Can you clarify?

I mean to say, “Engine hours meter.”

I just googled the term “hobbs,” and evidently it’s only used in aviation. Oops.

What does the NC column stand for?

Near Coastal: I was logging days outside the demarcation line towards a USCG Near Coastal Endorsement.

Many thanks

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Boat maintenance: the 55-point skipper’s checklist

• Katy Stickland
• April 27, 2021

The ultimate boat maintenance checklist to make sure your yacht is ready for launch and the start of the sailing season

Check your rudder for hairline cracks or damage

Boat maintenance: Mast & Rigging

Check all your standing rigging connections. Credit: Colin Work

• The mast cap is out of sight, out of mind 99% of the time, but serves multiple functions: backstay, forestay, cap shrouds, radio antenna, nav lights, halyard sheaves. Rotate mast and boom sheaves to check they are not misaligned or worn by a bad halyard lead. Lubricate sheaves with WD40 or silicone grease.
• Spreaders, gooseneck, mast heel, kicker, mainsheet and topping lift connections all need checking for wear, damage or corrosion.
• Check for galvanic corrosion between different metals.
• Check electrical connections, deck and spreader lights.
• Wax mast tracks and luff grooves with candle wax or Teflon spray.
• Standing rigging: Look for areas of wear or stranding on the wire. Check mast tangs, T-ball joints and rigging screws.
• Wash furling drum and swivel and check they move freely. It’s common for the top swivels to become stiff and sometimes seize, which can compromise the forestay wire.
• Running rigging: check for chafe and that the shackles aren’t seized. Sheets, halyards, warps: wash in fresh water to get rid of salt and grime.
• Deck winches : strip down, wash parts in paraffin, wash off with soapy water and lightly regrease .
• Windlass : if manual, check it’s working, clean and tighten. For powered versions check foot switch for water, clean and use Vaseline on the connections.
• Anchor chain : Re-mark lengths if faded, or add chain markers. Check for condition and wear.

Head, bilge & gas

Check bilge pumps it might sound ok but is it actually attached to a hose?

• Check impeller on bilge pumps and grease with water pump grease only (Vaseline will rot impellers)
• If you have an automatic bilge pump, check float switches work.
• Dry bilges thoroughly then if water appears after relaunch you’ll know you’ve got a leak.
• Fill water tank and add purifier such as Puriclean or Milton
• If the pump on the heads is stiff look to service and lubricate with silicon grease.
• If you have a gas sensor, check it works.

Boat maintenance: Below waterline

Hull and skin fittings.

Check jubilee clips for rust. Credit: Bob Aylott

• Most vessels have DZR (dezincification-resistant brass) seacocks. Look for any signs of corrosion on the skin and tail joints, which are common points of failure.
• Ensure all valves are greased.
• All hoses should be double-clipped. Check jubilee clips for rust . Do you have wooden plugs attached in case of emergency?
• Check skin fittings are free of blockages/ growth or antifouling.
• Check anodes have plenty of life . Don’t forget prop shaft and saildrive anodes.
• Check leading, trailing and lower sections for damage or hairline cracks.
• Check for play in bearings, stock or quadrant. Movement should be minimal. Grease steering cable.
• Check for stress cracks or movement internally and externally – especially at the keel root and around the internal framing or matrix, and around fastenings and backing washers.

Prop shaft & stern gland

• To check bearings, grasp prop in both hands and try moving it up and down and from side to side. There should be little, if any, movement – no more than 2mm.
• Check P-bracket for stress cracking from misalignment or damage.
• Stern gland packing. Many yachts have some form of deep-seal arrangement that has a service life of around seven years. Those that have a proper stuffing gland will need to be greased to prevent drying out and getting brittle. The gland may need pulling down or repacking at some point.
• If you have a saildrive, check the condition of the seal and the metal ring that holds it in position. Again, note the seals have a life expectancy of between five and seven years depending on manufacture.

Boat maintenance: Mechanics

Check all filters

• If you didn’t change the oil when you laid up, change it now.
• Change fuel filters.
• Remove rags stuffed in outlet pipes from winterisation.
• Impellers – if removed at lay-up – reinstall with a smear of water pump grease.
• Reinstall the engine belts and check tension: there should be no more than half an inch of play.
• Check oil levels. Check durability of the gaiter seal. Check rubber faring and reseal if necessary.
• Change internal engine anode.
• Check engine mount is secure.
• Check diesel tank for water from condensation . Drain off or replace fuel. Add an appropriate biocide to help kill off diesel bug .
• Check inaccessible wiring, such as bonding wires from the anode and earthing wires from the starter motor. Clean the terminals and smear them with Vaseline or silicone gel.

Batteries and electrical systems

• Check electrolyte level if yours is an open lead acid battery; tighten battery securing straps and make sure vent for gases is clear. Clean terminals and coat with Vaseline. For sealed batteries, check the condition of indicator light, or other charge indicator.
• Switch on instruments and use backlighting to help reduce any condensation.
• If the anode looks serviceable for another season, check bonding and wires. If they haven’t worn at all they may not be working so check Ohm resistance max 0.2 from propeller to anode.
• Check for chafe, wayward stitching and tears. Do you carry a sail repair kit?
• Take to a sailmaker if the sacrificial strips is worn out.

Make sure your navigation apps are up to date

• Update charts from Notice to Mariners .
• For electronic charts, check with your supplier how to update. New chartplotters can connect to WiFi, or you may need to connect the chart chip to your PC at home and download the update.
• Download operating software updates for your chartplotter and instruments.
• Make sure your subscriptions for navigation apps on phone and tablets are up to date with the latest charts.
• Check age of hoses. If they are over five years old, they should be replaced. Check for kinking or wear in gas hosepipes. If in doubt, replace.
• Check hose clips are tight. Hoses behind cookers should be armoured.
• Check thermal cut outs on hob, grill and oven work.

Harness/lifelines

• Check stitching and get repairs done by a sailmaker if necessary.
• Jackstay and Danbuoy lines: check condition and points of security.
• If you have the traditional type, check the bulb, battery and that it actually works. The new types have various ways of testing, and all have an expiry date.

Lifejackets

Is your lifejacket fit for purpose and in good condition? Credit: Theo Stocker

• Inflate using mouth tube. Leave inflated overnight to check for leaks .
• Wash with fresh water
• Weigh cylinder and check lights if fitted.

Stanchions/lifelines

• Check stanchions and make sure lifelines are still suitably secured at each end and cords and pins are in good order.
• Watch out for wire failing if you have plastic sheathing.
• Make sure these are in date, in a watertight container and are easy to reach. It’s worth having gloves and goggles to hand too.
• Make sure these are in date and registered with the correct contact details.
• Ensure this and the hydrostastic release are within the service date, and you are aware of its contents .
• If its secured with a rope, consider if you could release it in an emergency with ease.
• Make a grab bag up with essentials

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Your Ultimate Boating Resource

The Top 9 Reasons to Maintain a Meticulous Boat Log

As you glide through the crystal clear waters, wind in your hair and sun on your face, it’s easy to imagine the bliss of owning a boat. However, with great ownership comes great responsibility.

Diligent maintenance is crucial for smooth sailing. That’s why keeping a boat maintenance log, with dates, tasks performed, and any issues found, is essential. Whether you prefer a digital spreadsheet, a specialized app, or a trusty logbook, it’s important to regularly update it for maximum effectiveness.

Let’s dive into the top reasons why every responsible boat owner should keep one.

1. Stay Organized and Documented

Say goodbye to scattered records and hello to a centralized log of all maintenance activities. With everything neatly documented, tracking and recording tasks becomes a breeze, helping you stay ahead of regular maintenance schedules.

2. Never Miss a Maintenance Reminder

Don’t risk overlooking vital maintenance tasks like engine checks, oil changes, and hull inspections. Set up reminders in your log and take a proactive approach to upkeep, preventing potential issues down the line.

3. Boost Your Boat’s Resale Value

When it comes time to sell your beloved boat, a well-documented maintenance history can significantly increase its value. Prospective buyers will appreciate the care and dedication shown in maintaining your vessel, making it an attractive investment for them.

4. Tackling Troubles with Finesse

When unexpected malfunctions arise, a maintenance log becomes an invaluable tool for troubleshooting. By analyzing past entries, you can pinpoint recurring issues, identify potential causes, and provide crucial information to marine professionals for swift and precise repairs.

5. Unleash Peak Performance

Consistent maintenance leads to optimal performance of your boat. A detailed log allows you to track the efficiency of various components over time, empowering you to make informed decisions about upgrades or replacements when needed.

6. Keep Your Budget Afloat

With a record of maintenance expenses in hand, you can easily manage your boat-related costs. This enables better budget planning for future maintenance tasks or upgrades, eliminating any financial surprises along the way. 

7. Safety Above All Else

Safety is paramount on the water, and a maintenance log ensures that all critical safety checks are conducted regularly. From life jacket inspections to navigation light functionality and emergency equipment reviews, this log guarantees a secure boating experience for you and your passengers.

8. Protect Your Investment

Your boat is more than just a vessel, it’s an investment. By diligently maintaining and documenting your boat’s service intervals, you not only keep your warranty valid, but also guarantee its peak performance for years to come.

9. Sail with Confidence

There’s nothing quite like the peace of mind that comes with knowing your boat is in top shape. With a detailed maintenance log, you can rest easy and fully enjoy your time on the water, without any worries or unexpected hiccups.

Final Thoughts

To ensure smooth sailing and maximize your boating experience, one practice stands above the rest: keeping a boat maintenance log. The mere act of documenting may seem insignificant, but its impact is far-reaching.

From increasing efficiency to prolonging the life of your vessel, the benefits are undeniably worth it. So don’t hesitate–grab that logbook and start recording today! Your boat and future self will be grateful for your diligence.

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Boat maintenance log

by Simon Jollands | Boat Maintenance , Preparation , Yacht ownership

Keeping a boat maintenance log is an ideal way of reminding owners what needs to be done to a boat and when. Read on for some tips, advice and a sample maintenance log.

However keen you may be to work on your boat, organising yourself can be challenging on occasions. Planning routine boat maintenance in advance can really help you in the long term.

Getting organised

If you are thinking of doing the bulk of the work yourself then it is advisable to be realistic about how much work needs to be done and approximately how long it is going to take. The winter weather can often put a spanner in the works so you may need to build in some flexibility. For those fortunate enough to have friends or family who are happy to give you a hand, the sooner you can firm up dates in diaries for doing this work the better. Remember to give them plenty of advance warning, preferably when the sun is still shining.

Even if you are not going to do the routine maintenance work yourself due to the pressure of work, physical impediment, or because you can afford not to, then you still need to do some planning well ahead of time. This means speaking to your boatyard early on and explaining what tasks need to be done and when. It is a little foolhardy just to take the boat ashore at the end of the season and then three months later ask the yard to do all the maintenance just before you plan to go afloat in the spring. Not a good plan.

Doing the work yourself

Begin by checking through the boat’s maintenance history, noting when work was done in previous years, how much it cost and estimating how long each task took.

Make a list of the materials and tools you will need for each task coming up and remember to keep a note of what you spent on materials and where you bought them. With boating, it always pays to shop around to get the best price for parts.

While your local chandlery might be your favourite shop in the world to browse in, if you are after non-specialist products, such as sponges, brushes, paint rollers, thinners, solvents and tape, you will most likely find similar items in large hardware stores at a fraction of the price. Also, if you are really organised, then buy enough materials to last for a whole season and you will save yourself both time and money in the long run.

Maintenance log spreadsheets

There are some excellent downloadable boat maintenance log spreadsheets available and one in particular I would recommend is produced by Viki Moore of Astrolabe Sailing see www.astrolabesailing.com . Viki’s spreadsheet collates all kinds of information which is boating related including maintenance, boat details, spare parts, annual budget, personal inventory, passage log and more.

Viki’s boat maintenance worksheet is designed to work as a reminder of work to be done as well as a record of what has been done in the past. There are columns to add the parts required, their part number, measurements and other details to make life easier when you need to place orders and plan the work.

Below are some extracts taken from Viki’s maintenance log that gives an overview plan of the routine maintenance that needs to be carried out annually on a typical mid-size cruising yacht.

Should you decide not to keep a computer based maintenance log, it would still be a good idea to make a plan of what routine maintenance needs to be done through the year, noting the jobs that can be done only when the boat is hauled out. We hope the checklists above will help you get started.

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Ship/Maintenance log book

• Thread starter Rjm st.petersburg
• Start date Apr 17, 2022
• Forums for All Owners
• Ask All Sailors

Rjm st.petersburg

I'm curious as to how people log their time, weather, distance, crew, maintenance, repairs, hours, spare parts... I'm looking to get a new and more organized way of logging information than a spreadsheet. Thank you  

I have a log book for maintenance that I update as repairs and regular maintenance are completed. The Admiral keeps the cruise log book with times, places, distances and weather. I bought them 17 years ago when I bought the boat. They are available in most marine supply houses.  

As someone who has had to keep a LOT of logs in my professional and personal lives, I recommend looking at various options online. Any logbook being sold should have a sample page for you to look at. Use these sample pages as a prompt to determine what info you want to record, and what you don't. Then craft your own "perfect" page in a word processing program, and take it to a print shop on a thumb drive. Have them print as many as you want in a book and bind them for you. Look at mariner's logs, pilot (aircraft) logs, scuba logs, trucker's logs, taxi logs, dispatch logs of all types, etc. You'll soon get an idea of what works for you and what does not. Having a form ensures you won't leave anything out accidentally, but having YOUR form means you are not paying for a page that asks about stuff you don't care about, like your last pump-out if you have a composting toilet. This seems like a small thing, but every blank that you never make an entry in has taken away a small bit of space on that page that could have been used for that catchall "Comments" section, for cool stuff you saw or did. This approach also lets you determine the size of the page, and therefore the size of the logbook, which is perfect if you have a special nook where the log is stored. You will likely save money over the long haul too, and the printer should be able to emboss your name and/or the boat's name on the cover of the log, which feels kind of luxurious, IMO.  

I've tried a few ways over the years but found I prefer my customizing my own. We have a separate log for our cruising destinations and comments from one that is for maintenance and repairs. I stopped logging fuel consumption and fill dates as I've found I do really nothing with those notations. If I sell the boat then I can pass the maintenance log to the new owner and keep our diary of cruise destinations, dates, and comments.  

Davidasailor26

• Times at boat
• Hours at boat
• Hours on water
• Engine hours
• Engine chronometer
• Maintenance / supplies
• Crew / guests

I have a written log on the boat that includes trips and maintenance/upgrade items also. I also keep a spreadsheet that mirrors the written one for maintenance and upgrades; no trips. Just don't total the spreadsheet or you may pass out.  

I use a spreadsheet. I guess you could set up a relational database, or use a book. Spreadsheet works just fine for me.  

Hand written log book kept on the boat at the chart table. I also use hand written notebook pages for where things are stored. I find it so much faster, easier and all crew members can look at them at any time. dj  

Rick D said: Just don't total the spreadsheet or you may pass out. Click to expand

Sailfanatic

I have used a spreadsheet with separate workbooks for the different subjects to be tracked or logged which are: 1. Engine service log 2. Upgrade & repair log 3. Items to buy 4. Winterizing work list 5. Launching work list 6. Engine parts list and spare I keep a hardcopy of these pages in the chart table. As items, issues and ideas come up and things get done during the year, I write them in on the hardcopy. Each Spring, I update the electronic copy with changes, reset the prior year's Winterizing work list for this new year and print a new hardcopy. Each Fall, I update the electronic copy with changes, reset the Launching work list for next year and print a new hardcopy. Works well for me.  

Attachments

The spreadsheet seems to be the best way for me. I will get my son to set them up, then I can update and itemize things to death. Thank you Sailfanatic for your spread sheet, it gives me a starting point.  

Rjm st.petersburg said: The spreadsheet seems to be the best way for me. I will get my son to set them up, then I can update and itemize things to death. Thank you Sailfanatic for your spread sheet, it gives me a starting point. Click to expand

Boat Maintenance Log Book.xlsx

I keep a handwritten log of maintenance on the engine so I know when I last changed filters, inspected impellar, etc. and nothing else. I am good for 200 hours on an oil change. If I am cruising, I just rely on my memory of trips made under power to determine engine needs. I do not keep a log of trips in most situations. A long cruise on Lake Ontario would be 400 miles and that is not even 80 hours on the engine if I motored the entire way. Seems to work for me. My 1985 boat uses no oil.  

I use Microsoft OneNote for maintenance as well as To Do list and I made a Kanban board for all of the planned work. I also have winterizing and spring commissioning checklists, equipment information and lists in the boat OneNote book. I can access it from my phone, tablet or computer, all searchable and readily available from anywhere.  

SBO Weather and Forecasting Forum Jim & John

Cleaning my office, I came across the attached checklist. It is for winter in the Pacific NW, so may want to download it and save it for next November. Your Call.  

• PNW Winter CheckList.pdf 1.2 MB Views: 102

I’ve just been using Notes in my iPhone so it’s always handy. I keep three maintenance related lists: 1) A running To Do List for spring commissioning, winterization, winter projects, launch critical/non-critical spring projects and as few summer projects as possible. Items get checked off as completed. The list gets saved and re-used annually with routine maintenance items remaining and projects added or removed. 2) Maintenance Log, organized by year and month, of completed routine maintenance, repairs, refits, upgrades, and running notes to track issues. 3) Boat Specs List which is everything from Hull# & boat data to oil type and model numbers for fuel, oil & air filters, joker valve, line sizes & lengths, etc.  

Similar to @DArcy but I use Evernote. I keep notes for boat work visits, boat sailing logs, manuals and many other categories.  

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Dirona Around the World

Maintenance log.

On our previous boat , we were (just barely) able to remember when all mechanical systems needed service as the hours mounted and time passed. But that system broke down when we got the current boat. There are far more systems, many of the intervals vary greatly, and when running offshore, up-to-date service is even more important. We knew we needed some form of automation to help track all the systems and their varying maintenance schedules.

Many approaches to maintenance logs exist and, in fact, entire businesses have been built on tracking service items and notifying when service is needed. We are fairly hands-on and, for long-range cruisers, even though it takes time to understand all the systems, this feels like time well spent. One thousand miles from shore, there won’t be someone else flying in to help. A good approach for maintenance and service tracking is to use a database, and drive all tracking and notification from a software application built upon the database. We still may take this route someday in the future, but didn’t feel like taking the time to write this complete application up front. Instead we elected to use an Excel-based spread sheet model. Just as many exotic financial instruments are first implemented in spreadsheets and only migrate to full applications when they are successful and need to scale, we went first to Excel. It’s actually working out remarkably well.

The log contains one entry per service item, where each item has an associated number of hours and/or number of months between service intervals. For example, in the screenshot below, the cells highlighted in blue indicate the main engine oil and filter are due to be changed every 6 months or 375 hours. This information is entered per service item, one time only. Service intervals can be expressed in only hours or only months. In the screen shot below, the start batteries need to be tested every 12 months, but have no hour-based service interval, and the harmonic balancer should be changed every 8,000 hours, but has time-based service interval.

The top of the sheet lists the current number of hours for each piece of equipment. For example, the number of main engine hours, 5,208, are highlighted in yellow below. When we update the number of hours on a piece of equipment, the log tells us when the next service is due in 1) hours for each item that depends on that piece of equipment and/or 2) months based on the current date. In this case, the cells highlighted in green indicate that the main engine oil and filter are due to be changed in 4 months or 93 hours.

As service work is performed, we enter the date and/or number of hours on the associated equipment when the work was done. In the screen shot below, the main engine oil and filter were last changed on 2015/01/09 at 4,926 engine hours. This data, combined with the current date and the main engine hours at the top of the spreadsheet, are used to calculate the months and/or hours left before the next service is required.

The most useful aspect of the spreadsheet is the highlighting of a service item near due or overdue. In the screenshot below, we’ve incremented the number of main  engine hours by 200 to 5,408. The main engine oil and filter change is now overdue by 107 hours, and that service item now shows in red. In addition, the service item to clean the air filter is orange. This indicates that the service item is near due, but is not yet overdue. The orange coloring uses the warning thresholds that we’ve highlighted in blue below. In this case, we want to display a service item in orange if it is within 1 month or 50 hours of being due.

Service items are grouped based on the equipment they depend on, if any, and the warning threshold. For the wing engine below, we have a warning threshold of 1 month and 15 hours. We could also choose, for example, to add another main engine group with a different warning threshold, such as 25 hours.

When a service item is near due or overdue, the normal way to change the text color back to black is to perform the service and update the date and/or associated equipment hours when the work was done. But sometimes this either isn’t feasible or necessary. That is where the Acknowledge column comes in. The screenshot below shows that the stabilizer fin zincs are 37 hours overdue for a change, but that’s best done in the yard. So we’ve entered “ACK:Yard” there and that changes the color from red to green. This still highlights the item as not done, but showing it in green will keep it visually separate from items that we really do want to handle as they become due. The “ACK:” portion of the text is all that is necessary for the acknowledgement, anything after that is for descriptive purposes only.

Extending a due date is different from an acknowledgement. The bottom cleaning currently is due after 3 months, but on inspection it’s still pretty good, so we’ve entered “M:1” below to extend the due interval by 1 month. In Seattle we used to change our zincs every 6 months.  But since we’re not in marinas as frequently, we’re able to go longer as we’re no longer supporting other boats in the marina. So we instead check the zincs periodically and extend the due interval if they are in good shape. Below we’ve extended the due interval for the zinc change by 12 months using “M:12”, and it shows as 11 months overdue. The 12-month extension makes the zinc change due in April of 2015, 1 month from now. Since that is within the 1-month warning threshold for that service item group, the zinc change shows in orange. We’ll check the zincs soon and either change them or extend the due interval again.

In a similar vein, we also created an expiration schedule spreadsheet for non-maintenance items that we need to track, such as renewing our passports or drivers licenses. These are grouped based on the amount of lead-time needed to process each item.

The text color changes are implemented using conditional formatting. We have added extra columns, normally hidden, that extract some of the data from the service items plus their warning threshold and base hours. This puts the relevant data for a service item on a single row and simplifies the conditional formatting formulas.

The full spreadsheets are at:

http://mvdirona.com/blog/content/binary/DironaMaintenanceSchedule.xlsx

• http://mvdirona.com/blog/content/binary/DironaExpirationSchedule.xlsx .

Update 11/23/2018 : For those who have additional pieces of machinery to track, such as a second generator, we’ve posted our most current version of the spreadsheet that has been updated to include four “other machinery” entries at Updating the Maintenance Log .

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37 comments on “ Maintenance log ”

i wwould like to try to se it

It’s posted here: http://mvdirona.com/blog/content/binary/DironaMaintenanceSchedule.xlsx

James, Jennifer,

This is great, I just adapted it for our GB42 and it will be super handy to keep on top of the many systems that are hidden our of sight.

That’s great. We’re glad it looks like it’ll work for your Grand Banks.

Hi – I just came across this – It looks wonderful – I’m a very detailed oriented person and this looks like it fits that bill. I can’t however see a link to download this Excel Marvel – could you send me one please?

The full spreadsheets is at:

Thank You for sharing

Is there a reason for some of the cells having their own special conditional formatting – cell b22, b105, b100? Here are all of the conditional formatting cells. I am sure I will figure it out, and will maybe just stick with the last two conditional formula. I realize this is not turn-key and you have to understand Excel really well. I really like the fact that it is Excel and not a fancy application that could go away someday!

Main =IF(ISBLANK(J22) = FALSE, 1, 0) b22 – drain water off fuel filter $B$22 Main =IF(OR(IF(ISNUMBER(C22),((NOW()-F22)/30>C22),FALSE), IF(ISNUMBER(D22),((O22-G22)>D22),FALSE)),1,0) $B$22 Main =IF(OR(IF(ISNUMBER(C22),((NOW()-F22)/30>C22-M22),FALSE), IF(ISNUMBER(D22),((O22-G22)>D22-N22),FALSE)),1,0) $B$22 Main =IF(ISBLANK(J105) = FALSE, 1, 0) b105 – lubricate bicycle chain $B$105 Main =IF(OR(IF(ISNUMBER(C105),((NOW()-F105)/30>C105),FALSE), IF(ISNUMBER(D105),((O105-G105)>D105),FALSE)),1,0) $B$105 Main =IF(OR(IF(ISNUMBER(C105),((NOW()-F105)/30>C105-M105),FALSE), IF(ISNUMBER(D105),((O105-G105)>D105-N105),FALSE)),1,0) $B$105 Main =IF(ISBLANK(J100) = FALSE, 1, 0) b100-104 top off $B$100:$B$104 Main =IF(OR(IF(ISNUMBER(C100),((NOW()-F100)/30>C100),FALSE), IF(ISNUMBER(D100),((O100-G100)>D100),FALSE)),1,0) $B$100:$B$104 Main =IF(OR(IF(ISNUMBER(C100),((NOW()-F100)/30>C100-M100),FALSE), IF(ISNUMBER(D100),((O100-G100)>D100-N100),FALSE)),1,0) $B$100:$B$104 Main =R10 $B$57:$B$58,$B$71:$B$79,$B$48:$B$53,$B$83:$B$99,$B$37:$B$44,$B$10:$B$22,$B$26:$B$33,$B$62:$B$67 Main =IF(OR(IF(ISNUMBER(C10),((NOW()-F10)/30>C10+P10),FALSE), IF(ISNUMBER(D10),((O10-G10)>D10+Q10),FALSE)),1,0) $B$57:$B$58,$B$71:$B$79,$B$48:$B$53,$B$83:$B$99,$B$37:$B$44,$B$10:$B$22,$B$26:$B$33,$B$62:$B$67 Main =IF(OR(IF(ISNUMBER(C10),((NOW()-F10)/30>C10-M10+P10),FALSE), IF(ISNUMBER(D10),((O10-G10)>D10-N10+Q10),FALSE)),1,0) $B$57:$B$58,$B$71:$B$79,$B$48:$B$53,$B$83:$B$99,$B$37:$B$44,$B$10:$B$22,$B$26:$B$33,$B$62:$B$67

I didn’t check the expiration schedule spreadsheet—I’d forgotten there were two.

I’ll fix both spreadsheets tomorrow so that they’re both absolutely error-free.

On your question about =R10, that is referring to the value in hidden column R. R10 will be 1 if the J10 in the Acknowledge column has a value starting with “ACK:” in it, and that will show the item in green. When a service item is near due or overdue, the normal way to change the text color back to black is to perform the service and update the date and/or associated equipment hours when the work was done. But sometimes this either isn’t feasible or necessary. That is where the Acknowledge column comes in. Entering “ACK:xxx”, where xxx can be any text, changes the color from red to green. This still highlights the item as not done, but showing it in green will keep it visually separate from items that we really do want to handle as they become due. The “ACK:” portion of the text is all that is necessary for the acknowledgement, anything after that is for descriptive purposes only.

I am not sure if my comment got in or not – regarding the maintenance spreadsheet has one conditional formula that I am not sure what the function is:

=R10 ( on the range: $B$57:$B$58,$B$71:$B$79,$B$48:$B$53,$B$83:$B$99,$B$37:$B$44,$B$10:$B$22,$B$26:$B$33,$B$62:$B$67)

I will try to figure it out, but the sample expiration spreadsheet has REF# in some of the formulas ( which means the formula references cells that no longer exist). I am trying to figure out what the conditional formatting REF# cells should be referring to.

Sorry you’re having trouble with the spreadsheet. I don’t see any fields display REF#–is it possible you’ve edited/cleared something? Note that there are some hidden columns M-R that the other formulas reference–you might have accidentally deleted them.

If that isn’t the problem, could you tell me the row/column of one of the cells where you see REF# and the formula in that cell?

First thank-you so much for responding. The spreadsheet is amazing!! I have been able to dive deep into the logic and how the spreadsheet works to have it all work perfectly for me! Now I am moving onto the maintenance schedule!

The REF# references were in the Conditional Formatting for the worksheet. I was able to delete the rules that have “REF#” in them ( the REF means they were were referring to fields that do not exist). This was a problem with the base .xlsx before I made any changes at all.

Thank-you for sharing your work!! We just bought a new-to-us boat. I hope to be really good about keeping track of all maintenance and upgrades. This really paid off well for the motorcycle I just sold, although simpler records :)

The posted spreadsheet has no #REF errors in the Conditional Formatting. It’s easy to change something and create one though. The best way to make changes to the spreadsheet is one at a time, looking for any problems as you go, and undo the change if you get an error.

Glad you got it working, and hope you enjoy your new boat.

You can see the #REF in the conditional formula – here are all of the conditional formulas. Look at line 6. I hope this helps, but I am all set with the spreadsheet with making changes. It is great!!! Thank-you.

Sheet Formula Range ExpirationDates =IF(ISBLANK(F8) = FALSE, 1, 0) $B$8 ExpirationDates =NOW()>C8 $B$8 ExpirationDates =IF(ISBLANK(F6) = FALSE, 1, 0) $B$14,$B$6:$B$10,$B$18:$B$20 ExpirationDates =(C6-NOW())/30 <= 0 $B$14,$B$6:$B$10,$B$18:$B$20 ExpirationDates =(C6-NOW())/30#REF!),FALSE), IF(ISNUMBER(#REF!),((#REF!-D14)>#REF!),FALSE)),1,0) $B$14,$B$18 ExpirationDates =IF(OR(IF(ISNUMBER(#REF!),((NOW()-C14)/30>#REF!-L14),FALSE), IF(ISNUMBER(#REF!),((#REF!-D14)>#REF!-M14),FALSE)),1,0) $B$14,$B$18

I should have added that the formulas are what came directly with the sheet provided in your link. This is without me making any changes at all. But again, I am all set, and love what I have working with my expiration sheet – all works great!

Hello James, Nice spreadsheet and thank you for sharing. I just bought a sailboat with a diesel engine. You say that “…When we update the number of hours on a piece of equipment, the log tells us when the next service is due in 1) hours for each item that depends on that piece of equipment and/or 2) months based on the current date. In this case, the cells highlighted in green indicate that the main engine oil and filter are due to be changed in 4 months or 93 hours…”

I am looking for how updating C1 cell automatically updates H14, but I do not see C1 referenced in the H15 formula. Is C1 value used just for manual tracking?

Also, what is the 4.34 multiplier referencing or correcting for?

Thank you!!

Glad you find the spreadsheet helpful.

The hours at the top (C1 etc) are used for the calculation of “Hours left” in column I (based on the values in hidden column O).

The calculation for “Weeks left” in column H only depends on the last service data and the “Months due” value in column C, so won’t use hours from C1 etc. The 4.34 multiplier is to convert from months to weeks.

Excellent, thank you!

SO nice of you two to share this! I was going to sit down and build something like this from scratch, but you just saved me hours. : )

Good to hear. I hope it works well for you.

My version of your spreadsheet (modified for my vessel) seems to have lost its ability to color code items based on date timing (yellow, red, etc.). I cannot find the location for the conditional formulas that control the text colors. Could you please clarify where I can find the formulas?

The color coding is based on the values of hidden columns M-R. See the bottom of this blog post for an explanation with a screenshot.

just found your maint log schedule. tried to import it onto my iMac and a number of formula wouldn’t transfer , any suggestions ? Regards Paul

It sounds like some incompatibility between the Excel or whatever you are using on your iMac. When you say “import” it sounds like you might not be using Microsoft Excel. If you aren’t, that or Office365 should open the spreadsheet without problem. If you are using Microsoft Excel might try latest patches or installing the new version. If that isn’t practical, Google docs will probably read the spreadsheet: https://www.google.com/sheets/about/ .

James, just found this blog and your maintenance spreadsheet. I’ve been looking for a good tool for tracking maintenance on our 34′ PDQ power catamaran. Question… could you please clarify to purpose of the “Base Hours” column?

Hi Mac. Glad to hear the spread sheet might be useful to you. The “base hours” column is explained in the blog: “We have added extra columns, normally hidden, that extract some of the data from the service items plus their warning threshold and base hours. This puts the relevant data for a service item on a single row and simplifies the conditional formatting formulas.” ( https://mvdirona.com/2015/03/maintenance-log/ ).

We’re just picking up the current engine hours from the top left hand corner of the spread sheet and repeating it as a hidden column. This just makes it easier to code the rest of the spread sheet and can be and should be ignored. If you just copy full rows or delete full rows, everything will work fine. Base hours is essentially just a programming convenience to make the spread sheet simpler to write.

James, thanks for your reply. Another question… what do you do for a maintenance “log”? (a chronological history)

The maintenance log probably should have been done using a database application but the excel version is easy to use and serves to remind me to do what needs to be done. We have a separate boats log where I keep all boats movements, consumption, uses, anomalies, events, and maintenance. The excel spreadsheet reminds to get the work done and the ships log is where the record is kept.

Thanks for providing your maintenance log. We are the new owners of a Kadey Krogen Whaleback and are slowly getting our heads wrapped around all the systems. Your log will be a great help in keeping things maintained properly. Do you have an example of your Ships Log that you’d be willing to share? I did search the blog and couldn’t turn it up.

BTW, I really enjoy your blog. Very inspiring to us as we start to plan our travels.

Our ships log isn’t very automated. We just use a word document with a computer generated trip summary that we just copy into the log. More detail on it here: https://mvdirona.com/2020/08/ships-log/ .

Hi James Thks for your entry – valuable and highly useful. I am presently considering a secondhand 47′ and would be interested in stalling the Matron equipment here. Have received the ‘N2K Builder_UM_1 116’ and wonder if you are willing to post your DIRONA details here as well. It would give me a good comparison and be of great help in evaluating details and cost. Was your installation done from the PAE factory or did you do it yourself?? Your are welcome to reply by mail directly. Thks for your entries -interesting and great for a NordhavnDreamer. Best regards Erik/Denmark

Hi Erik. Sure, I’m happy to post more data on the Maretron system but I don’t have a current n2kbuilder example. What we could post is the n2kanalyzer output showing all the attached devices and the underway and at rest screens. I’ll plan to do a blog posting with that data — let me know if that will cover your interests.

The NMEA backbone was installed at the yard but all devices where attached since delivery of the boat. I don’t think I gained much in running the backbone NMEA cable at the boat yard. Later this week, I’ll get a blog post up with the data you are after.

Hello James – great will look forward to this and am convinced this will cover for the time being. Will test the builder meanwhile..

Thank for posting

James, Thanks for posting these spreadsheets. They are just what I am looking for as I start the maintenance plan for Sorpresa. This summer we’ll leave SFO and up for Desolation Sound. Old news for you but we’ve never been! Kind regards, Pete PS> Glad you missed the Sydney storms.

Glad to hear that the maintenance log will work for you. Enjoy Desolation Sound, we have been up there many times and really enjoy it. Our favorites were sunny winter days where the weather was nice, it’s comfortable on deck, the circling mountains are snow capped, and there is not another boat for miles. It’s like a trip back in time to a period when far fewer boats visited.

While you are up that way, you should get the Waggoner Cruising guide ( http://www.waggonerguide.com ) and, if you like to get a bit off the beaten path, our cruising guide might help as well: http://www.amazon.com/Waggoner-Cruising-Guides-Secret-Coast/dp/0935727299

–James Hamilton –Location: Great Barrier Reef (//mvdirona.com/maps)

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It's normal for a traditional stuffing box to have a slight drip when properly maintained, but in this case for a 1978 Catalina 30, lack of maintenance led to a seal failure and rapid water intake.

Sometimes as a sailor you are learning to run before you can walk or even crawl. If the auto bilge pump isn’t working, maybe it’s faulty wiring or is it clogged? The seawater pump slowly drips and that leads you down a road of a possible impeller repair. And sometimes as a sailor it takes almost sinking to learn one important message “Check your stuffing box!” Wait. Let me rephrase this “LEARN what and where your stuffing box is!”

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Boat Log Book: Journal for Logging Trips and Maintenance Paperback – June 4, 2020

Purchase options and add-ons, this boating log book is the perfect companion for all your trips and journeys on your boat..

Journal contains everything you need to log all important information about your trips and you boats's maintenance.

Included in this notebook:

• pages for tracking your trip information including weather, destination, time, course, speed, and navigation notes
• keep track of the crew, guests, fuel on board for the trip and any observations made
• complete maintenance log to keep track of any service done including engine hours, services completed, and date completed
• 6"x9" size does not take up a lot of room yet offers plenty of space to write

Buy this log now to keep track of your trips. Makes a great gift for any boat owner

• Print length 148 pages
• Language English
• Publication date June 4, 2020
• Dimensions 6 x 0.34 x 9 inches
• ISBN-13 979-8650996057
• See all details

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Product details

• ASIN ‏ : ‎ B089M61QBT
• Publisher ‏ : ‎ Independently published (June 4, 2020)
• Language ‏ : ‎ English
• Paperback ‏ : ‎ 148 pages
• ISBN-13 ‏ : ‎ 979-8650996057
• Item Weight ‏ : ‎ 8.1 ounces
• Dimensions ‏ : ‎ 6 x 0.34 x 9 inches
• #168 in Ship Repair & Maintenance
• #1,308 in Boating (Books)

About the author

Family life publishing.

We focus on resources for you and family to make your life more organized, more exciting, and more fun. Whether it's a log book for your favorite hobby or sport, recipe log books, logs to keep your more organized at work or for your home based business we have something for everyone and our journals make great gifts.

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