The IMO defines four stages of passage planning. This checklist walks you through each stage with specific, actionable items. Use it as a framework — adapt it to your vessel, crew, and cruising area.
The four stages
Appraisal
1Gather all the information you need before you start making decisions. This stage is about research and assessment.
- Charts available, correct scale, and up to date for the entire route
- Pilot books and sailing directions consulted for the area
- Notices to Mariners checked for recent changes or temporary hazards
- Weather forecast obtained from at least two sources
- Synoptic chart reviewed for frontal systems and pressure patterns
- Wind forecast assessed for the full passage window (not just departure)
- Sea state and swell forecast checked
- Tide tables available for departure port, arrival port, and any intermediate points
- Tidal stream atlas or data consulted for the passage area
- Any Traffic Separation Schemes (TSS) on the route identified
- Restricted areas, military exercise zones, or exclusion zones noted
- Crew experience and physical condition assessed
- Vessel condition and equipment readiness confirmed
Planning
2Plot the route, make decisions, and build the plan. This is where research turns into a concrete, actionable passage plan.
- Waypoints plotted on the chart (paper and/or electronic)
- Course to steer calculated for each leg (accounting for variation and deviation)
- Distance measured for each leg
- Expected speed estimated (realistic, not optimistic)
- ETAs calculated for each waypoint
- Departure time chosen to optimise tidal streams
- Tidal heights confirmed — sufficient depth at departure, en route, and arrival
- Tidal stream set and drift calculated for each leg (CTS adjustment)
- Hazards identified with safe clearing distances or bearings
- Waypoints placed at a safe distance from all hazards (not on top of marks)
- Bolt holes identified along the route (at least one per major leg)
- Entry requirements for bolt holes checked (tidal gates, depth, approach)
- Abort criteria defined: maximum wind speed, sea state, visibility threshold
- Fuel requirement calculated with 30% reserve
- Night sailing plan (if applicable): lights, watch system, hot drinks rota
- Communications plan: VHF channels for coastguard, ports, marinas en route
Execution
3Put the plan into action. Brief the crew, follow the plan, but stay flexible enough to adapt to changing conditions.
- Crew briefed on the passage plan: route, duration, weather, hazards
- Watch system agreed and communicated
- Seasickness medication taken in advance (if needed)
- Safety brief completed (life jackets, MOB, VHF, fire, seacocks)
- Engine checks completed before departure
- Navigation instruments powered up and cross-checked
- VHF radio on Ch 16 and DSC active
- Log started: departure time, log reading, weather observations
- Planned route being followed — helm briefed on course for each leg
- Position fixes taken at regular intervals (15-30 min coastal, hourly offshore)
- Proper lookout maintained at all times (Rule 5)
- Weather monitored throughout — compare actual to forecast
- Crew welfare managed: hydration, food, warmth, rest
Monitoring
4Continuously compare your actual progress against the plan. The plan is a living document — update it as conditions change.
- Actual position compared to planned position at each fix
- Course made good compared to planned course — is there unexpected set or drift?
- Actual speed over ground compared to expected — ahead or behind schedule?
- ETAs revised if speed differs significantly from plan
- Weather monitored: has the forecast changed? Is the actual weather matching?
- Tidal stream direction and rate matching expectations
- Fuel consumption tracked against plan
- Abort criteria reviewed: are conditions approaching the limit?
- Bolt hole options reassessed based on current position
- Decision made early if diversion is needed (do not wait until the last moment)
- Crew condition monitored: fatigue, seasickness, morale
- Plan updated and communicated to crew if any changes are made
GO DEEPER
Want more detail?
Read the full Passage Planning Guide for in-depth explanations of weather assessment, tidal planning, fuel calculation, and crew briefing.