Yacht Clearance Procedures for Sailing in the Caribbean

In a Nutshell...

Successfully completing yacht clearance in the Caribbean is a critical part of any voyage, but it doesn't have to be a headache. The key is to be prepared. Before you even set off, make sure you have all the necessary documents, including your boat's papers, crew passports, and any required visas. On arrival, hoist your 'Q' flag, and remember that only the skipper should go ashore for clearance until the boat is officially "cleared in." The process is becoming much simpler with online systems like SailClear & eSeaClear, which allow you to submit paperwork electronically before you arrive. A little preparation and patience will ensure a smooth start to your Caribbean adventure.

Tyrrel Bay, Carriacou, Customs & Immigration office

Customs & Immigration Offices at the southern end of Tyrrel Bay, Carriacou. It's the small office on the left, under the clipper's bow.

The Basics of Clearing In
What Papers Do You Need?
Electronic Yacht Clearance: Simplifying the Process
Understanding Cruising Permits & Fees
Navigating the Schengen Area Rules
Navigating Customs & Courtesy
What to Do About Firearms On Board?
Ports of Entry: A Quick Reference
Summing Up
Frequently Asked Questions

As an experienced ocean sailor, I’ve had my share of clearance adventures—and misadventures—across the Caribbean. Getting it wrong can lead to serious fines, delays, or worse. The secret to a stress-free experience? Knowing the rules before you arrive. This guide is based on real-world sailing experience and the latest information to help you navigate the process with confidence.

A Contest 44 approaches the finishing line at Rodney Bay, St Lucia having completed an Atlantic crossing.

A Contest 44 approaching Rodney Bay, St Lucia. I hope you're flying the Q-flag behind that genoa skipper!

The Basics of Clearing In

The moment you enter the territorial waters of a new country, you must hoist the plain yellow 'Q' Flag (short for 'Quarantine') to your starboard spreader. This signals to the authorities that you are a vessel from a foreign port and that no one has come ashore yet. It's a formal request for "pratique" or permission to enter.

Upon arrival at a designated Port of Entry, the skipper, and only the skipper, should proceed ashore to the Customs & Immigration office. A key point to remember is that some ports, like Jolly Harbour in Antigua, require you to tie up at a dedicated customs dock, while others, such as Rodney Bay in St Lucia or the Grenadines, are happy for you to anchor off. If you anchor, the skipper will take the dinghy ashore to complete the clearance procedures. Do not let any other crew or passengers step off the boat. This rule is non-negotiable and strictly enforced; a hefty fine is the usual penalty for non-compliance. Once you're cleared in and have the official stamp of approval, you can lower the Q flag and replace it with the courtesy ensign of the nation you are visiting.

Time perhaps, to take a look at our article Courtesy Ensigns for Eastern Caribbean Sailing and decide which ones you'll need...

What Papers Do You Need?

The specific documentation can vary slightly from island to island, but in my experience, a core set of papers is always required. Keeping these organised in a waterproof binder or folder is very much a good idea.

Your yacht clearance papers typically include:

Your boat's Registration Document.

The Crew List, with full details of everyone on board, including their passport information and dates of birth.

Your Radio Licence and an operator's licence for at least one crew member.

Passports for everyone on board and any required Visas.

Clearance papers from the last country you visited.

Some countries may also ask to see:

Original of the third-party insurance for the yacht.

A Certificate of Competence for the skipper, such as an RYA Yachtmaster qualification.

The Ship's Log.

A list of valuable electronic devices on board.

Electronic Yacht Clearance: Simplifying the Process

The days of endless paperwork and carbon copies are slowly fading away. Many Caribbean nations are now embracing digital systems, which makes the whole process much more efficient.

The French territories, like St Martin, St Barts, Guadeloupe, and Martinique, have led the way with a simple electronic form. You fill it out on a computer at the Customs office, print it, and hand it over for an official stamp. It's a huge improvement on the old method.

Beyond the French islands, two key platforms are streamlining clearance across the region:

SailClear.com: This is the more widely adopted system. It's used by Anguilla, the British Virgin Islands, Grenada, Montserrat, St Kitts & Nevis, and St Lucia, with more countries joining all the time. You register your boat online and can then file your arrival and departure forms before you even get to a port.

eSeaClear.com: This system is specifically used in Antigua and Barbuda. Just like SailClear, it allows you to submit your information online in advance, saving a lot of time and hassle on arrival.

Using these systems can drastically cut down your time in the customs office. You still have to go in person, but instead of filling out multiple forms by hand, the officer can simply verify your pre-submitted data and stamp your documents.

What You Get After Clearing In

Once the official is satisfied with your paperwork, they will stamp your crew's passports and issue official clearance documents for the vessel. This is your proof of legal entry into the country's waters. These documents, which may be a single form or a set of papers, will typically state your maximum permitted length of stay. The length of time you're allowed to stay varies, but it's often 30 to 90 days. If you wish to extend your stay beyond the initial period, you must visit the main Immigration office in the capital of that country before your permit expires. Extensions are often granted for a fee, but you should not assume you can get one.

Understanding Cruising Permits & Fees

Cruising in the Caribbean isn't free. Beyond the standard clearance fees, many countries require a separate cruising permit, which can be a significant cost to factor into your budget. These permits often grant you the right to cruise freely within a country's waters for a set period.

The fees and permits vary wildly from country to country. For example, the British Virgin Islands charges a cruising tax, while The Bahamas has a combined cruising permit that covers both entry and cruising for a set period. These fees are often based on the yacht's size and are a crucial part of your cruising budget. Always check the latest fee schedules before you go. For more comprehensive information on planning your trip, you'll find everything you need on our guide to Sailing in the Caribbean: Information for Skippers & Crew.

Navigating the Schengen Area Rules

This is a critical point that can catch many sailors out, especially those from the UK. While the French territories you'll visit are Caribbean islands, they are legally part of France and therefore fall under the Schengen Area.

For non-EU citizens, this means the 90-day in any 180-day period rule applies. Every day you spend in a French territory—whether it's St Barts, St Martin, Guadeloupe, or Martinique—counts towards this 90-day limit. The clock does not reset when you sail to a different Schengen island; the total time spent in any Schengen country is counted. Overstaying can result in fines and, more seriously, a ban from the entire Schengen zone. It's vital to keep a careful log of your days to avoid falling foul of this rule.

Navigating Customs & Courtesy

Dealing with officials can sometimes be a test of patience, especially if you're tired after a long passage. From my experience, a good attitude is your most valuable asset.

Here are some golden rules I live by:

Dress the part. Don't show up in your swimsuit and flip-flops. While they won't expect you in a suit, a clean T-shirt, smart shorts, and a decent pair of shoes show respect.

Start with courtesy. In the West Indies, it’s standard practice to greet people with "Good morning" or "Good afternoon." It makes a huge difference and sets a positive tone for the interaction.

Be patient. You might have to write the same information on multiple forms, or wait in line. Just take a deep breath and remember that being courteous and calm will always work in your favour.

What to Do About Firearms On Board?

This is a common query among sailors, and the rules are very clear. While you may have a firearm on board for personal security, many countries in the Caribbean have very strict laws. In some places, such as the British Virgin Islands, you must declare any firearms to Customs upon arrival. They will hold the weapon and ammunition until you clear out of the country. Failure to declare can result in serious legal trouble, including confiscation, large fines, or even imprisonment. Always check the specific regulations for each country you plan to visit. It's simply not worth the risk.

Ports of Entry: A Quick Reference

While the process is becoming more standardised, knowing where to go is half the battle. This table provides a quick guide to key Ports of Entry throughout the Eastern Caribbean.

Island & Archipelago	Key Ports of Entry & Customs Offices
Anguilla	Road Bay
Antigua & Barbuda	Jolly Harbour, English Harbour, Codrington (Barbuda)
British Virgin Islands	Great Harbour (Jost van Dyke), Spanish Town (Virgin Gorda), Gun Creek (Virgin Gorda), Road Harbour (Tortola), West End (Tortola)
Dominica	Portsmouth (Commercial Dock), Roseau (Ferry Terminal)
Grenada & Carriacou	St Georges (Grenada), Prickly Bay (Grenada), Hillsborough (Carriacou)
Guadeloupe & Dependencies	Basseterre (Guadeloupe), Deshais (Guadeloupe), Terre de Haut (Les Saintes), Bas du Fort (Les Saintes), Grande Bourg (Marie Galante)
Martinique	Fort de France, Anse Mitan, Grande Anse D'Arlet, Le Marin, St Pierre
Montserrat	Little Bay
St Barthélemy	Gustavia (Port Captain's Office)
St Kitts & Nevis	Marina Port Zante (St Kitts), Charlestown (Nevis)
St Lucia	Castries, Rodney Bay, Marigot Bay, Soufriere, Vieux Fort
St Martin & St Maarten	Marigot (St Martin), Philipsburg (Sint Maarten), Simpson Bay (Sint Maarten)
St Vincent & the Grenadines	Chateaubelair (St Vincent), Wallilabou (St Vincent), Kingstown (St Vincent), Port Elizabeth (Bequia), Clifton (Union Island)
Trinidad	Chaguaramas
US Virgin Islands	Henry Rohlsen Airport (St Croix), St Thomas, Cruz Bay (St John)

Summing Up

Yacht clearance is a fundamental aspect of cruising the Caribbean. It's not a formality to be rushed or ignored. By preparing your documents in advance, understanding the local procedures, and approaching the process with a patient and respectful attitude, you can ensure a smooth and trouble-free start to your time in each new island paradise.

This article was written by Dick McClary, RYA Yachtmaster and author of 'Offshore Sailing' published by the Royal Yachting Association ( RYA) and member of The Yachting Journalists Association (YJA).

Frequently Asked Questions

Q: Do I need a visa to sail in the Caribbean?

A: Visa requirements depend on your nationality and the specific countries you plan to visit. For many nationalities, a passport is sufficient for short-term stays, but it’s crucial to check the specific requirements for each country well in advance.

Q: What is the 'Q' flag for?

A: The yellow 'Q' flag, or Quarantine flag, is a maritime signal that indicates a vessel has not yet completed its port entry procedures and is requesting official clearance. You must fly this flag until you have been granted "pratique," or permission to enter.

Q: Are there any hidden fees for yacht clearance?

A: Fees can vary and may include port dues, cruising permits, or overtime charges for clearing in after business hours or on weekends. It's wise to carry a variety of local currency to be prepared.

Q: Is it okay for my crew to come ashore with me to the Customs office?

A: No, absolutely not. The rule is that only the skipper can leave the vessel to handle the clearance process. All other crew members must remain on board until the vessel is officially cleared.