Annual Haul-Out Checklist: How a CMMS Guarantees Full Traceability of the Operation

Introduction: the annual haul-out, a critical operation for the life of your vessel

The annual haul-out is one of the most essential preventive maintenance operations in the calendar. This major seasonal intervention — lifting the vessel out of the water to inspect, clean and treat the whole of the underwater body — has a direct bearing on the performance, the safety and the working life of the hull. Far beyond a simple hull clean, the haul-out is the ideal moment to catch defects while they are still small, prevent expensive damage, and maintain the compliance your insurer expects.

But how do you turn this complex operation, so often seen as a logistical and financial burden, into an optimised and properly documented process? The answer lies in using a marine CMMS (Computerised Maintenance Management System). Unlike a handwritten task list or a spreadsheet, a CMMS structures the entire haul-out around an automated, traceable work order.

The system makes sure the right parts are available at the right moment (intelligent stock management for sacrificial anodes and antifouling), documents every step with tangible evidence (before and after photos, recorded measurements, electronic signatures) and builds a complete, auditable maintenance record. In practice, a haul-out properly recorded in a CMMS means full compliance with environmental and insurance requirements, while keeping costs down by favouring preventive maintenance over unplanned corrective repairs.

Preparation and Planning: The Automatic Work Order

Automatic triggering and resource allocation

One of the main advantages of applying a CMMS to the haul-out is the intelligence built into its triggering. The system generates the haul-out work order automatically according to precise, configurable criteria:

• Calendar due date: every 12 months, on the anniversary of the last lift-out
• Engine running hours: after 200 hours of operation (configurable by vessel type)
• Distance run: every 3,000 nautical miles
• Seasonality: triggered automatically before the end of the season, to anticipate the lay-up period

Once the work order is created, the CMMS automatically checks that the necessary resources are available. The system queries your inventory and alerts you immediately if:

• The sacrificial anodes (zinc, aluminium or magnesium depending on the waters you operate in) have fallen below the defined minimum stock level
• The quantity of antifouling on hand is insufficient for the hull area to be coated
• Critical consumables (abrasive paper, solvents, stern gland packing) need reordering

Anticipating in this way removes the lost time and the yard interruptions caused by stock-outs, and brings down the overall cost of the annual haul-out.

The lift-out route card: safety and compliance

Before anything is moved, the CMMS generates a specific route card for the critical lifting and blocking phase. This digital checklist covers:

Pre-lift tasks:

• Checking the condition and rated capacity of the lifting strops
• Verifying correct positioning of the spreader beam
• Visual inspection of the cradle or blocks the vessel will sit on
• Confirmation of weather conditions (wind and swell in the lifting area)

Safety documentation:

• Mandatory photograph of the lifting arrangement (traceability in case of an incident)
• Electronic signature from the crane operator confirming the operation was carried out correctly
• Recording of the exact date and time of lift-out (the reference for calculating the next due dates)

This traceability of the lift-out phase is an essential part of your insurance file, particularly if damage occurs during or immediately after the operation.

The Key Tasks Under the Hull: Execution and Documentation

Initial inspection and pressure washing (photo and video evidence)

As soon as the vessel is stable on the blocks, the initial visual inspection begins. This first step is often rushed, yet it is decisive: it establishes the true condition of the hull before any work is done and forms the baseline of your maintenance record.

Procedure documented in the CMMS:

1. 360-degree hull inspection: the operator walks the full circuit, systematically photographing each area (port, starboard, bow, transom). The CMMS allows these photos to be annotated directly to flag points of concern: heavy fouling, impact marks, early signs of osmosis, paint delamination.
2. High-pressure washing: removal of shellfish, weed and biofilm. The water temperature (cold or hot) and the pressure used are recorded in the work order, because these parameters affect both cleaning efficiency and surface preparation for the antifouling.
3. Post-cleaning documentation: fresh photographs of the cleaned hull to assess the real condition of the substrate (cracks, osmosis blisters, wear of the old coating). These before and after images are the proof of methodical, professional work.

This photographic traceability proves its value in any dispute with a contractor, or in a claim to your insurer concerning a pre-existing hull condition.

Crucial check points: systematic recording in the work order

Sacrificial anodes: measurement and planned replacement

Anodes are the cathodic protection system for every submerged metal component: propeller, shaft, skin fittings, rudder. Inspecting them rigorously is what prevents galvanic corrosion.

Standardised CMMS procedure:

• Visual inspection: confirm that no paint covers the anode (paint acts as an electrical insulator)
• Wastage measurement: calculate the percentage of wastage against a new anode. The CMMS can store reference photographs or dimensional templates to make this assessment easier
• Replacement criterion: systematic replacement once wastage exceeds 50% (a configurable threshold depending on the operating profile)
• Full traceability: recording the make, model, weight and material of the anode (zinc in salt water, magnesium in fresh water, aluminium for mixed service)

The CMMS automatically calculates the wastage rate of the anodes against the time elapsed since the last haul-out. This historical data sharpens replacement forecasts and lets you order ahead for the next haul-out.

Skin fittings and valves: safety and watertightness

Every skin fitting — discharge, sea water inlet, log transducer — is inspected in detail:

CMMS check points:

• Valve condition: free rotation through 180 degrees, no seizing
• Seals: visual check, no cracking or hardening
• Fastenings: correct tightness, no corrosion
• Greasing of valve spindles (type and quantity of grease recorded)

For each skin fitting, the CMMS displays the history of previous work and flags when preventive replacement of the seals is due (recommended every 5 years on standard models).

Shaft line, propeller and rudder: detecting mechanical defects

Shaft line:

• Measurement of axial and radial clearance (values recorded in millimetres)
• Ultrasonic inspection of the bearings if abnormal clearance is found
• Condition of the stern tube (corrosion, cracking)

Propeller:

• Blade inspection (impact damage, fatigue cracking, cavitation erosion)
• Static balancing if distortion is suspected
• Condition of the shear pin or the retaining nut

Rudder:

• Clearance in the pintles and gudgeons (upper and lower bearings)
• Inspection of the rudder stock (corrosion, excessive clearance)
• Condition of the cathodic protection (rudder anode)

All these readings are centralised in the work order, allowing year-on-year comparison and early detection of degradation trends.

Stern gland: lubrication and preventive maintenance

The stern gland seals the point where the propeller shaft passes through the hull. Its maintenance bears directly on the safety of the vessel.

CMMS procedure:

• Checking the characteristic drip rate (normal: one drop every 20 to 30 seconds with the engine running)
• Inspection of the packing (wear, drying out, signs of overheating)
• Retightening or renewing the packing as required
• Greasing the system (quantity and grease reference recorded)

The CMMS keeps the full history of work on the stern gland, including the date the packing was last renewed. That traceability makes it possible to plan preventive maintenance (renewal recommended every 2 to 3 years depending on how hard the vessel is used).

Applying the Antifouling: Choice and Follow-Up

Choosing the right antifouling: a built-in decision matrix

The antifouling you choose determines both the protection of your hull and the performance of the vessel. The CMMS can hold a decision matrix based on:

Operating criteria:

• Water type: salt water (conventional copper-based antifouling), fresh water (copper-free antifouling), mixed operation (a versatile formulation)
• Geographic area: warm waters (aggressive biofilm), temperate waters, cold waters
• Time at anchor or alongside: intensive operation (self-eroding antifouling), extended lay-up (hard matrix)
• Average speed: sailing yacht (under 7 knots), fast craft (over 20 knots)

Regulatory criteria:

• Compliance with local environmental restrictions
• Prohibition of certain biocides in protected areas
• Specific requirements from your insurer

Full traceability in the work order:

For each haul-out, the CMMS records:

• The exact make and product reference of the antifouling used
• The number of coats applied (barrier coat, primer, topcoat)
• The quantity consumed in litres, allowing cost per square metre to be calculated and stock to be managed
• The application conditions: ambient temperature, humidity, drying time observed between coats
• Photographs of the application, which document the quality of the work and serve as a reference for judging how well the product performed at the next haul-out

Keeping this history lets you refine your choice of antifouling progressively, comparing the state of fouling from one year to the next against the product used. If a particular antifouling proves more effective, that knowledge is captured in your vessel maintenance record.

Assessing effectiveness: documented feedback

At the following haul-out, the operator visually assesses the state of fouling and scores the performance of the previous antifouling:

• Excellent: hull almost clean, minimal biofilm
• Good: light fouling, easily removed
• Average: moderate fouling requiring prolonged pressure washing
• Poor: shellfish firmly attached, significant loss of performance

This assessment, combined with the vessel's operating data (running hours, miles covered, areas visited), allows the antifouling strategy to be refined continuously and the cost-effectiveness balance to be improved.

Closing Out and History: The Auditable Haul-Out Report

Complete recording of operational and financial data

Closing the work order turns everything collected into information you can actually use to manage and improve your preventive maintenance.

Operational data:

• Labour hours: time spent per task (cleaning, inspection, antifouling application), which shows where the hours really go
• Unplanned work: defects found that required corrective action (repair of water ingress, gelcoat touch-up, replacement of a defective valve)
• Technical observations: anything worth watching more closely at the next haul-out

Financial data:

• Cost of spare parts: anodes, antifouling, seals, consumables
• Labour cost: internal valuation or contractor invoicing
• Total haul-out cost: consolidated so that one year can be compared with the next

The CMMS automatically produces key performance indicators such as:

• Haul-out cost per square metre
• Ratio of preventive to corrective maintenance
• Trend in the annual haul-out cost over five years

These metrics put hard numbers behind your maintenance strategy and demonstrate the return on rigorous preventive upkeep against the runaway cost of corrective repairs.

The CMMS haul-out report: your insurance shield

When the work is complete, the CMMS automatically generates a complete, auditable haul-out report that becomes a genuine technical reference file. This structured document contains:

Administrative section:

• Vessel identification (name, registration, type)
• Date of lift-out and of relaunch
• Identification of everyone involved (in-house technicians or external contractors)
• Time-stamped electronic signature confirming the work was carried out correctly

Technical section:

• Full list of tasks with their validation status (done / deferred / not applicable)
• Results of measurements and inspections (anode wastage, shaft clearance, valve condition)
• Before and after photographs of every critical area
• List of non-conformities found and the corrective actions taken

Logistics section:

• Complete list of parts consumed (references, quantities, suppliers)
• Traceability of the products applied (antifouling, greases, sealants)
• Storage and application conditions

Financial section:

• Breakdown of costs by heading (labour, parts, consumables, equipment hire)
• Comparison against the budget

Traceability for the insurer: compliance as legal protection

This auditable haul-out report is your best protection against the growing demands of marine insurers. In the event of a claim involving:

• Hull osmosis: the report proves that preventive inspections were carried out at the correct intervals and that the condition of the hull was regularly documented
• Shaft line or stern gland failure: the inspection and maintenance history shows that preventive measures were in place
• Galvanic corrosion: traceable anode replacement on a preventive schedule rules out any suggestion of neglect on your part

Many insurers now require a complete vessel maintenance record before settling certain types of claim. A handwritten notebook and a folder of scattered invoices no longer suffice. A marine CMMS turns that regulatory constraint into an operational advantage by producing the documentation automatically, with no extra effort on your part.

And when the time comes to sell the vessel, a complete and traceable maintenance history is a powerful commercial argument: it reassures the buyer about how the vessel has been looked after, and can justify a higher price.

Conclusion: turn the haul-out into a lever for performance and peace of mind

The annual haul-out should no longer be seen as a logistical and financial burden, but as a strategic investment in the longevity and performance of your vessel. By structuring this complex operation around a marine CMMS, you turn a string of repetitive tasks into an intelligent, traceable and auditable preventive maintenance process.

The benefits are concrete and measurable:

Stronger safety: early detection of critical defects (corrosion, mechanical clearance, loss of watertightness) before they turn into major damage

Financial optimisation: anticipating spare parts requirements, eliminating dead time, and sharply reducing unplanned corrective repairs

Guaranteed compliance: automatic production of the documentation demanded by insurers and maritime authorities

Asset value: a complete maintenance history that reassures potential buyers and makes resale easier

Peace of mind: the certainty that your vessel is maintained to a professional standard, with every job fully traceable

Beyond these immediate gains, using a CMMS for your annual haul-out puts you on a path of continuous improvement. Each intervention enriches your knowledge base, sharpens your maintenance forecasts and progressively improves your upkeep strategy. The accumulated data becomes real informational capital, letting you take well-founded decisions and anticipate how your vessel will behave.

Stop losing the traceability of your marine maintenance

Would you like to professionalise the management of your annual haul-out and gain complete traceability over your maintenance work? Discover how a CMMS built for the marine sector can transform your approach to upkeep.

[Download our detailed Annual Haul-Out Checklist free of charge in PDF format] and get:

• The full list of every check point
• Inspection data sheets (anodes, stern gland, shaft line)
• A haul-out report template
• The recommended preventive replacement thresholds

Glossary of Technical Terms

CMMS (Computerised Maintenance Management System): software that automates, records and optimises all maintenance operations on an asset. Applied to vessels, it structures the follow-up of work, the management of spare parts and the production of auditable reports.

Sacrificial anode: a metal component (zinc, aluminium or magnesium) fitted to the submerged parts of the vessel to protect the nobler metal components (propeller, shaft, rudder) from galvanic corrosion. The anode corrodes in place of the other metals and must be renewed regularly.

Antifouling: marine coating applied to the underwater body to prevent marine organisms (weed, shellfish, biofilm) from attaching. A distinction is drawn between self-eroding (self-polishing) antifoulings and hard matrix antifoulings.

Self-eroding antifouling: a type of antifouling whose binder dissolves progressively in contact with water, releasing the biocide in a controlled way. Suited to vessels in regular service, it has the advantage of not building up layers from one year to the next.

Stern gland: the sealing device where the propeller shaft passes through the hull. It usually consists of grease-impregnated packing that must be adjusted to allow the characteristic slight drip.

Shaft line: the mechanical assembly that transmits engine power to the propeller, comprising the shaft, bearings, seals and stern tube. Correct alignment and the absence of clearance are critical to reliable propulsion.

Work order: the document or digital record describing a maintenance job to be carried out. It sets out the tasks, the resources needed and the safety instructions, and it records the execution and the results of the job.

Preventive maintenance: a maintenance strategy that intervenes on equipment before a failure occurs, either on a planned schedule or on condition indicators. It stands in contrast to corrective maintenance, which repairs after breakdown.

Osmosis: a hull condition caused by water penetrating the polyester laminate, producing blisters and progressive degradation of the composite. Catching it early at a haul-out avoids expensive repairs.

This article was written to help you understand the annual haul-out and the decisive contribution a CMMS makes to the traceability and professionalism of this critical operation. For questions specific to your own vessel, do consult a certified professional.