A guide to good practice.

The refit period is an important part of the calendar for every vessel , especially in the case of superyachts . Whether it’s for a rehaul , repairs , or upgrades under a TPA regime (Inward Processing) , refit is something that every owner, captain and crew experiences at some point and it’s important to manage it properly not to overrun on timing or unexpected costs .

A refit is considered successful when it is done on time, inside the agreed budget and with the expected quality. Check out Evolutions 5 keys to a successful refit below!

Organize your refit project

The organization and preparation of your refit project is the most crucial step of the entire process. Start planning the project early , make sure all parties are “on-board” – the captain, crew, owner, management company and yard or marina all need to understand the goals and expectations of the refit . Time management is crucial with so many moving parts; each stage needs to be carefully planned to ensure fluidity and optimum use of shipyard and contractors’ time. A well-planned and well-executed agenda can reduce costs and allow a higher probability of meeting deadlines .

Close a budget

The refit budget is usually a controversial aspect of the project. It’s common that owners, shipyards, Captains, and project managers differ in opinion on the final figure . Of course, owners would like it to be as low as possible without compromising quality and shipyards will likely push for a higher budget and possibly more works. Captains and project managers will be somewhere in the middle trying to the most of it but ensuring that all the objectives are reached to the satisfactory level .

For a realistic budget, one must determine the parameters of the project with a clear vision , making sure all possible expenses are considered, gather competing quotes if possible and make sure contracted parties understand the requirements. Consider possible indirect costs such as crew housing if crew can’t stay onboard, safety training, protection material, extra hands (temporary crew or dayworkers), supplementary catering or transport costs. And above all, allow for the unexpected! It’s always good to have a “buffer” budget in case plans deviate a little from the expected path!

Be prepared for anything

In a big project such a superyacht refit, you need to be prepared for everything .  Unavoidable delays, surprise discoveries or improvement ideas may pop up along the way changing the timeline and costings.  

Maintaining an open mind is key , a reputable shipyard will give advice and recommendations based on experience from previous projects , of course the Captain or project manager will have experience also, pooling all advice and information will provide the most beneficial outcome.  Almost as important as Plan A is, of course Plan B! Having a backup plan for possible changes is a must and another key factor to a successful refit !

Promote an optimal communication between different parties

Communication between parties is critical during the whole refit process .  Many mistakes, delays or misunderstanding can stem from a lack of communication. Not only in the planning process but as works develop, keep all relevant parties informed by means of weekly progress reports of meetings for example, or invest in a software application that key players have access to so they may monitor and update as appropriate. 

Promoting optimal communication between different parties will ensure that projects move forward efficiently , misunderstandings are averted, and necessary changes can be accommodated as needed. A cross-party team that communicates well is bound to produce the best results , with the end result being a refit completed to satisfaction, close to or on budget and everyone involved cementing a good relationship for future projects. 



Choose a good location, a good yacht agent and good fiscal advantages!

Paying special attention to the location of the shipyard and the yacht agency that you choose to handle your works will also bring great benefit to the end result. Evolution Yacht Agents , as a leading-edge team of professionals who are dedicated to providing a full range of specialized superyacht services , including project management , TPA or IPR , in Spanish waters is ready to assist you with your superyacht refit.



To summarize, in the words of Dani Egea , Head of Spares & Contractors in Evolution Yacht Agents , “The difference between a completed project and a successful project is the people involved in it . Always ensure to deal with professionals you can rely on , and the technical aspects will not be an issue.”

As an Authorised Economic Operator , and having successfully managed more than 400 TPAs to date , Evolution is great choice to guide you through the whole procedure . We are an officially registered Customs Agent with many years of experience in the superyacht industry, offering established relationships with local Customs offices and in a position to support and advise crew, management, and contractors through the whole process , making sure that everything complies with the current Spanish Fiscal and Customs requirements .

For more information regarding Inward Processing our expert TPA team will be happy to assist you in tpa@evolutionagents.com .

Evolution Yacht Agents is the leading-edge team of professionals dedicated to providing assured and quality support and services to yachts in Spanish waters.

A full range of superyacht specialized services includes: charter license & legal advice, TPA (Vat exemption), customs & logistics operations, provisions & interior supplies, deck & engineering supplies and crew & VIP services.