How To Source & Ship Spare Parts & Supplies While Cruising
After years cruising, Captain Heather Francis has learned to source, ship, and import spare boat parts worldwide—navigating locals, agents, and customs along the way.
August 1, 2025
Over the 17 years that we have been sailing our Newport 41, Kate, my husband Steve and I have shipped solar panels to Panama, rigging to Malaysia, engine parts to the Philippines, anchor chain to Fiji, a dinghy to Palau, and sails to Vanuatu. And that’s just the big ticket items.
General maintenance for your vessel is a year round task and break downs, I hate to say, are inevitable. Most sailors carry a good stock of spare parts on board but eventually ship’s stores need to be replenished. Fluctuating tariffs, international shipping delays, and global stock shortages can make navigating the supply chain a frustrating endeavour. Shipping parts to a country where you have no fixed address, or perhaps haven’t even arrived at yet, is sometimes tricky. Sourcing and shipping boat parts while sailing is nothing new, however on board internet and one click ordering has certainly changed how and where we shop.
Above: Carrying spare parts like carburetor rebuild kits onboard is wise. Photo via Lenny Rudow.
Shop Local If Possible: Avoid Expensive Shipping Costs
Some of the most used items by boaters can also be the hardest to source locally. However, local is always where we start. If there is a local fishing fleet or small boats are used for tourism or by locals for inter-island travel, chances are basic supplies will be available.
Chatting with fellow boaters or cruising online sailing forums is a great way to quickly assess what is available within your local area or even within the country you are sailing. Often times a fellow sailor has complied a list of suppliers, tradesman, and contacts that they and other boaters have used in the past and it will be posted online as a free resource. These lists are often the place to begin. Even if they are slightly out of date, chances are you’ll find a lead to steer you in the right direction. Local boats men will at least be able to set you in the direction of a chandlery or supplier in the area.
Check Regional Suppliers
If nothing is available directly in the local area, we start looking at regional suppliers. Suppliers are more likely to be found in the country’s capital or in a boating hotspot nearby. Sourcing local or regional can take a little extra effort and time however for large or bulky items such as rigging and sails you can avoid expensive overseas shipping costs. It can also avoid the headaches that importing boat parts always seem to come with.
Unfortunately, in areas that do not have an established local sailing community sailboat specific parts are generally not available. This means that sooner or later most cruisers end up having to import parts.
Importing Goods: Labeling for a “Yacht in Transit”
No doubt you’ve heard or seen the term “Ships Spares for Yacht in Transit.” Used by large vessels and pleasure craft alike, this term is recognised by customs officials world wide. It refers to goods and equipment that are intended to be used on a vessel that is not sailing in its country of registration. This means that the goods brought in are going to leave with the vessel and therefore are not actually imported into the country where they are received. Most times this makes the goods and equipment tax exempt. However, it doesn’t guarantee that items will automatically pass through customs or that every package will be free of all import duties and taxes.
Labelling all shipping labels and paperwork in bold with “Ships Spare for Yacht in Transit” is key. Also expect customs officials to open and inspect your shipment, as their job is to prevent items from being imported illegally. It is usually necessary to provide detailed manifests of the shipment and perhaps other supporting documents such as copies of your vessel registration and clearances papers. Complying with official requests and enquiries with a smile will always make things go much smoother.
Harmonized Sale Tax Numbers
Some countries also have a harmonized sale tax number that acts the same, or better, as a yacht in transit label. Asking around before placing an order about what works best can avoid confusion when your parcel arrives.
Agents & Freight Forwarders
If you are not the kind of person who enjoys excess paperwork and government officials then consider hiring a shipping agent. This will be a little more costly due to the agents fees. However, an agent will know the ins and outs of the system and be familiar with the particularities of importing goods in the country where you are sailing, so it usually makes the process go quick and (mostly) painless.
Shipping Agents
In some countries using a shipping agent is mandatory. Often in this situation the agent is more used to dealing with commercial ships rather than private yachts, so the fees may be a little hefty.
Freight Forwarders
Freight forwarders are also handy. These are shipping services usually located in your home country that will receive packages for you and forward them on to an international address. Often times freight forwarders are able to consolidate many small orders into one shipment. This is especially handy if you have to order from several vendors.
Many vendors have free or discounted shipping within the country, this allows you to avoid several international shipping fees and the potential for small items to get lost in transit. Freight forwarders usually charge by weight or volume of the box, whichever equals a bigger fee, and have options to ship air or sea. We found using a freight forwarder when shipping from the USA into the Philippines ensured that items arrived in a timely fashion and they didn’t “get lost” by Philippine officials.
Work With Local Yacht Clubs, Boatyards & Resorts
Shipping to an unknown destination can be daunting but rarely is it a problem. Local yacht clubs, boatyards, and resorts will often accept and store packages for transient yachts. And don’t forget the time honoured tradition of snail mailing items to foreign ports with the label Post Restante. This notation literally translates into ‘Waiting Mail’, but indicates that the item should be held at the post office until claimed by the recipient. Although not used much anymore, most post offices overseas still participate in this service.
Things to Keep in Mind
- Paints, antifouls, and solvents are considered “Dangerous Goods” and usually can only be shipped by sea freight. This can make delivery times much longer, so order well in advance when possible.
- If you are ordering from an established marine supplier they will probably have experience shipping overseas and be familiar with proper labelling procedures. Sending off an email or making a phone call to ask about their past experience shipping to the country where you are located can provide invaluable guidance.
- When placing an order with an online mega store it can be difficult to ensure that delicate items are properly packed and boxes are labelled correctly. Sometimes what you save in the sticker price you pay for when you collect and open the box.
- Many countries have duty-free islands or zones where customs officials deal with duty-free and tax exempt paperwork daily. These are perfect places to order larger items for a “Yacht in Transit” to avoid frustrations.
- Sharing a pallet or placing a bulk order with fellow cruisers is a great way to lessen the sting of international shipping costs.
- If a deal online seems too good to be true it probably is. This is especially true if you are dealing with items that are advertised as ‘marine grade stainless’ from an overseas supplier.
- As we have discovered, some of the big name logistic companies often encounter problems with customs officials in other countries. Check with fellow cruisers about which company is the best to use when importing goods into your location.
- When shipping large or bulky items get a quote for shipping door-to-door, otherwise you may find your goods left in the port and domestic shipping to get it to your boat almost as expensive as your international shipping costs.
In the end, sourcing and shipping spares is simply part of the cruising life. Whether you’re tracking down a small fitting in a local chandlery or importing major gear through agents and customs, patience and persistence go a long way. Every delivery, no matter how complicated, becomes another story on the journey—and the more prepared you are, the smoother those stories will unfold.
