When must insurers be notified?

Notify the insurer according to the policy's pre‑haul notification clause. If the policy requires advance notice, submit the form and any requested survey reports before the scheduled haul to preserve conditional coverages.

Is notarization required?

Notarization depends on the document's legal effect and state rules. Many haul out forms do not require notarization for routine scheduling, but authorizations, waivers, or indemnities sometimes do under state law.

Can I sign electronically?

Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm insurer acceptance of e‑signatures and any required authentication level.

What attachments should I include?

Include policy declarations page, recent condition photos, yard estimate, and any required permits. Attach clear, dated photos showing the vessel's condition before haul out.

Who should keep the signed copy?

Owner, yard, and insurer should each retain a signed copy. Store electronic copies in a secure system with audit logs to preserve evidence of signing and transmission.

What if the insurer requests more information?

Respond promptly with the requested documentation or schedule an inspection. Delays in providing information can stall approvals and affect coverage for work performed during haul out.

Electronic Signature
Templates
Insurance
Insurance Haul Out Form

Insurance Haul Out Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

INSURANCE HAUL OUT FORM

Purpose: Use this form to report and document removal of an insured vessel from the water for repair, maintenance, storage or other reasons during the policy period. Completion of this form evidences the insured's representations, disclosures of condition, requested coverages while ashore, and authorizations for inspection. Incomplete or false information may affect coverage or result in denial of claims.

Applicant / Insured Information

Full legal name Mailing address Telephone Email Date of birth

Policy Details

Policy number Insurer / Company name

Policy period: From to . Premium adjustment may apply for extended ashore periods.

Vessel Information

Vessel name Make / Model

Year built: Length overall (LOA):

Hull Identification Number (HIN) / Registration

Vessel type (select all that apply) Powerboat Sailboat Personal watercraft Other

Haul Out Details

Haul out facility name / yard Facility address

Date hauled out: Expected re-launch date:

Haul out authorized by Owner Insurer Contractor

Contractor / Repairer name and contact Contractor license / registration (if applicable) Description of work, repairs or reason for haul out Estimated cost of work / storage

Storage, Protection & Safety Measures

Vessel stored (select all that apply) On blocks On cradle Inside building Shrink-wrapped

Security measures (select all that apply) Alarm Guarded facility Locked / secured Watchman

Fuel tanks: Emptied Not emptied

Coverage Requested While Ashore

Select coverages to be in effect while vessel is ashore. Coverage is subject to policy terms, limits, deductibles and conditions set forth below.

Physical damage (All risks while ashore) Theft or attempted theft Fire and lightning Vandalism / malicious damage Pollution clean-up / third-party contamination liability

Requested coverage limit (if applicable) Deductible during haul out

Exclusions, Conditions & Important Notices

By submitting this form the insured acknowledges and agrees to the following conditions and exclusions which apply to coverages while the vessel is ashore:

Wear and tear, gradual deterioration, corrosion, osmosis, inherent vice, and defective design or materials are not covered.
Damage arising directly from faulty workmanship, unless resulting from a covered peril independent of such workmanship, is excluded.
The insurer must be notified immediately of any known material change in risk, including extension of ashore period beyond the expected re-launch date; failure to notify may void coverage for that period.
Contractor or yard performing work must be licensed (where required) and competent; insurer may require documentation and may deny loss caused by unapproved contractors.
Loss or damage caused by theft from an unlocked or unattended vessel, or from unsecured storage, may be excluded without adequate security measures.
The insurer reserves the right to appoint surveyors and to inspect the vessel at reasonable times prior to, during, and after haul out.

The insured must mitigate loss and take reasonable steps to protect the vessel while ashore. Submission of false or misleading statements in this form may be a material misrepresentation and may result in denial of coverage or rescission of the policy.

Beneficiary Designation (if applicable)

If proceeds are to be paid to a party other than the insured in the event of total loss, complete the following designation. If not applicable, leave blank.

Beneficiary name Relationship to insured Percentage of proceeds

Attachments / Documentation Checklist

Photographs of vessel prior to haul out Repair estimates / invoices Contractor license or proof of qualification Proof of ownership / registration Other supporting documents

Declaration and Certification

I, the undersigned insured, declare that the statements and particulars set forth in this form are true and complete to the best of my knowledge and belief. I authorize the insurer and its representatives to inspect the vessel and premises, to obtain contractor records and to obtain such additional information as reasonably necessary to evaluate coverage. I understand and acknowledge that failure to disclose material facts or making false statements may result in denial of coverage or rescission of the policy.

I certify that the information provided is true and complete I certify Additional remarks (optional)

Insured Printed Name:

Signature:

Date:

What the Insurance Haul Out Form Is and when it’s used

An Insurance Haul Out Form documents the planned or completed removal of a vessel from the water for maintenance, repair, survey, or storage and records insurer‑related information needed to preserve coverage. Typical uses include pre‑haul notifications, insurer inspections, scope and timing of work, and confirmations of required safety or environmental controls. The form captures vessel identifiers, owner and yard contact details, insurance policy references, signed waivers or authorizations, estimated haul‑out dates and expected re‑launch. Accurate completion supports claims handling, liability allocation, and compliance with policy conditions.

Why a clear haul out form protects coverage and operations

A correctly completed Insurance Haul Out Form documents required notices, inspection results, and authorizations that many marine policies require before and during haul out.

Who typically completes and relies on this form

Several parties prepare, review, or rely on haul out forms depending on the stage of work and the policy involved.

Vessel owner or agent — Submits vessel identifiers, owner contact, insurer information, and acknowledges any owner obligations.
Marina / shipyard operator — Records yard contact, haul out schedule, required safety measures, and contractor responsibilities.
Insurance adjuster / underwriter — Reviews condition, documents pre‑haul observations, and records any conditional approvals or exceptions.

Proper routing and signatures speed insurer approvals and reduce the likelihood of coverage questions at claim time.

Stepwise process to complete and submit the form

Follow these steps in sequence to ensure the form meets insurer and yard requirements before haul out begins.

01

Prepare Details: Collect vessel ID, owner, policy, and yard contact information.
02

Schedule Inspection: Notify insurer and request any pre‑haul survey if policy requires it.
03

Complete Form: Fill fields, attach photos or documents, and initial required waivers.
04

Submit & Confirm: Send to insurer and yard; obtain written acknowledgment or conditional acceptance.

Routing and submission flow for the Insurance Haul Out Form

A standard workflow routes the completed form through owner, yard, and insurer with confirmations at each handoff.

Owner to Yard: Owner submits form to yard to reserve haul slot and confirm scope.
Yard to Insurer: Yard forwards form and condition photos to insurer when required.
Insurer Review: Underwriter or adjuster reviews for pre‑existing damage or required conditions.
Acknowledgment: Written insurer acknowledgement or conditional approval returned to owner and yard.

How to configure an online haul out workflow

Configure fields, conditional logic, and notifications to mirror the paper process and reduce manual handoffs.

Field	Configuration
Auto-fill owner info	Populate from prior records to reduce re-entry errors.
Conditional fields	Reveal insurer inspection fields only when policy requires survey.
Signature authentication	Require signer verification method per insurer instructions.
Notifications	Email or SMS alerts for pending approvals and confirmations.

Digital delivery and eSubmission considerations

Choose formats and integrations that match insurer and yard systems to avoid file conversion issues.

Supported formats: PDF, DOCX, PNG for photos
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS code, or stronger ID checks

Essential data elements to include on the form

Vessel identifiers: Name, reg/doc number

Owner contact: Full legal name and phone

Policy reference: Insurer and policy number

Haul schedule: Planned dates and times

Work scope: Repairs, inspections, or storage

Signatures: Owner, yard, and inspector

Typical timing and processing expectations

Timelines vary by policy and yard; observe insurer notice windows and immediate reporting rules for incidents.

Pre‑haul notification:

Submit before scheduled haul; insurer may require X days' notice

Inspection window:

Insurer survey scheduling often occurs within 48–72 hours of request

Incident reporting:

Report damage or loss per policy immediately, often within 24–72 hours

Claim documentation:

Provide forms, photos, and invoices promptly to avoid delays

Record retention:

Keep signed form and attachments for the applicable retention period

Common preparation errors to avoid

Incomplete vessel identifiers delay insurer verification and can lead to conditional approvals or denials.
Missing insurer contact or policy number complicates claims and can require resubmission.
Late submission prevents insurer inspection and may void pre‑haul approvals or endorsements.
Poor photo documentation obscures pre‑existing damage and increases dispute risk at claim time.

Consequences of incorrect or late forms

Coverage denial: Possible denial on affected claims

Higher premium: Underwriter may raise rates

Delayed repairs: Work may be postponed

Liability disputes: Unclear responsibility for damage

Additional costs: Re‑inspections or surcharges

Regulatory fines: If safety or environmental rules violated

Core sections every professional haul out form should include

Design the form so it is concise, unambiguous, and supports insurer review; include structured fields rather than freeform blocks where possible.

Owner details

Full legal owner name, address, contact information, and relationship to insured.

Vessel details

Name, registration number, make, model, hull ID, and dimensions.

Insurance data

Insurer name, policy number, coverage limits, and required endorsements.

Haul schedule

Planned start and completion dates, launch date, and yard slip assignment.

Work scope

Repairs, surveys, painting, engine work, and any subcontractors engaged.

Authorizations

Waivers, indemnity language, and signature blocks for owner, yard, and inspector.

eSignature vendor comparison for signing haul out forms

Compare core pricing and key features for common eSignature vendors; signNow appears first per vendor listing conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7‑day free trial, no credit card	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the Insurance Haul Out Form

Answers to common operational and legal questions to help avoid processing delays and coverage disputes.

Need help? Contact support

When must insurers be notified?
Notify the insurer according to the policy's pre‑haul notification clause. If the policy requires advance notice, submit the form and any requested survey reports before the scheduled haul to preserve conditional coverages.
Is notarization required?
Notarization depends on the document's legal effect and state rules. Many haul out forms do not require notarization for routine scheduling, but authorizations, waivers, or indemnities sometimes do under state law.
Can I sign electronically?
Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm insurer acceptance of e‑signatures and any required authentication level.
What attachments should I include?
Include policy declarations page, recent condition photos, yard estimate, and any required permits. Attach clear, dated photos showing the vessel's condition before haul out.
Who should keep the signed copy?
Owner, yard, and insurer should each retain a signed copy. Store electronic copies in a secure system with audit logs to preserve evidence of signing and transmission.
What if the insurer requests more information?
Respond promptly with the requested documentation or schedule an inspection. Delays in providing information can stall approvals and affect coverage for work performed during haul out.

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