Stage 9: What should you do onboard and after the charter?

At embarkation

• Participate in the crew’s safety briefing.
• Confirm cabin allocation and agreed access arrangements.
• Check that material agreed amenities are available.
• Review the immediate itinerary and alternatives with the captain.
• Confirm how expenses, extraordinary purchases and top-ups will be discussed.
• Save the broker, manager and emergency contact information somewhere accessible.

During the charter

Request an expense update early enough to change discretionary choices. Ask for actual spending, committed but unpaid costs and the forecast remaining requirement—not merely the cash left in the APA.

Raise problems promptly and factually. Record when the issue began, what was affected, whom you notified and what response was agreed. Follow the agreement’s notice process; do not assume a casual onboard conversation satisfies every contractual requirement.

MYBA’s published broker guidance calls for charterer notices about breakdowns or onboard issues to be brought immediately to the manager and captain. Your agreement and adviser should determine any additional formal notice requirements. (myba-association.com)

At the final account

Northrop & Johnson describes a captain’s accounting supported by receipts and the post-charter return of unspent APA. Obtain the actual settlement procedure and expected refund timing for your booking. (northropandjohnson.com)

Reconcile:

APA paid + top-ups − eligible actual expenditure − separately authorised distributions = balance due back or further amount payable.

Check specifically for:

• Positioning costs charged both separately and within operating expenses.
• Transfers or excursions already paid elsewhere.
• Tax treatment inconsistent with the agreed calculation.
• Outstanding invoices that make the account provisional.
• Gratuity deducted without the authorised instruction.
• Refund currency, bank charges and security-deposit treatment.

Do not describe the account as final while material invoices remain outstanding. Keep a dated action list until refunds and unresolved claims are closed.

Output: reconciled spending, refund confirmation and a short record of what to repeat or change next time.