Smooth Sailing After the Refit: Mastering the Handover, Acceptance & Snag List Protocols

When it comes to luxury yacht interior refits, the final stretch of the project is just as critical as the design and build phases: the handover isn't simply a ceremonial passing of the keys—it's a detailed, strategic process that ensures both client satisfaction and long-term project success.

As project managers, our job is to deliver not only beauty and functionality but also confidence and clarity, this is the reason why handle the handover phase, formal acceptance, and build a snag list that becomes the backbone of your warranty plan is vital for every good closure of the project.

In this blog i will analyse very briefly the several key elements of a proper handover, no matter if your project is a small or a big one.

1. The Handover: More Than a Farewell

The handover is your opportunity to demonstrate control, quality, and completeness. It's the process where trust is either solidified or lost. Handle with professionalism and manage the different actors in order to have a smooth handover is vital.

My Best Practices:

• Schedule a structured handover meeting with the owner’s rep, captain, crew, and relevant stakeholders.

• Present a Refit Completion Dossier, including:

  • As-built drawings ( valid both for new build and refit )

  • Material and finish schedules

  • Manuals and maintenance instructions

  • Certificates (fire safety, insulation, etc.)

  • Photographic documentation before/after

• Conduct a walkthrough with all parties to explain installations, showcase upgrades, and ensure all expectations are met.

• Follow the preagreed handover protocols and be firm on that, this allows a smooth process

🔑 Pro Tip: Never rush the handover. It sets the tone for future warranty claims and long-term client satisfaction.

2. Writing & Managing the Acceptance Protocol

This is the legal and professional checkpoint that confirms the client accepts the works. It protects both the shipyard and the client, and as project manager you have to be able to guide the clients throug that in order to achive a satisfactoru result for everyone.

General Elements of a Solid Acceptance Document:

• Date & Signatories: Clearly identify all parties present.

• Scope Summary: Reconfirm the original scope and any approved changes.

• Statement of Completion: Declare that works are substantially completed, ready for use, and inspected.

• Snag List Reference: Note that minor outstanding items (if any) are recorded and agreed.

• Warranty Terms Reminder: Define the start date of the warranty period.

📄 Include an annex where the snag list is attached, signed, and agreed upon during the meeting.

Ensure all parties sign 3 copies—one for the shipyard, one for the owner. and one for your personal archives. Digital backups are a must.

3. Creating a Snag List That Actually Works

A well-prepared snag list doesn’t just document issues; it drives accountability and warranty planning.

The secret for Crafting a Snag List:

• Use room-by-room or system-by-system breakdowns (e.g., Guest Cabin Port Aft, AV system in Saloon).

• Include:

  • Description of the issue

  • Severity rating (cosmetic vs functional)

  • Responsible trade/subcontractor

  • Target resolution date

  • Photo evidence

• Use a cloud-based tool or shared snagging software (e.g., PlanRadar, ArchiSnapper, or Smartsheet with photos embedded).

• Prioritize by safety, function, and aesthetics.

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4. From Snag to Warranty: A Strategic Transition

Don’t just tick off snag items—turn them into a foundation for your warranty response strategy and for planning

How to do it:

• Convert your snag list into a living document for warranty tracking.

• Identify patterns: if specific topic-related issues appear multiple times, you’ll know where to follow up post-handover.

• Set 30-day, 90-day, and 6-month review checkpoints to reassess satisfaction and unearth late-appearing faults.

• Assign a warranty coordinator if your organization is large enough.

• Plan the warranty works with client and crew based on priority but also based on yacht operational schedule - try to use the shipyard time for big works, while minor touchups can be done also in between operation.

  
  

Final Thoughts

Reputation is built on details—and the post-project phase is where details matter most. A controlled, transparent handover with a robust acceptance protocol and practical snag list sets the standard for the entire lifecycle of your work.

Excellence isn’t just built—it’s handed over with intention.