Boat Documents
What is Vessel Documentation?
What vessels may be documented?
Must my Vessel be Documented?
How do I know if my vessel measures five net tons?
What vessels are exempt?
Are there different types of documentation?
What are the requirements for documentation?
How is vessel ownership established?
How do I establish US Citizenship?
Why and how is build evidence established?
What are the vessel name and hailing port marking requirements?
How do I mark my vessel?
How do I change the name or hailing port of my vessel?
Why does the Coast Guard require designation of a managing owner?
What is a preferred mortgage?
Where can I get forms for documentation?
Must I submit my application by mail?
How do I obtain title information for a documented vessel?
Is a documented vessel exempt from state jurisdiction?
Is the vessel tender documented?
What happens when I sell my documented vessel?
How long is the certificate of documentation good?
May I renew a lost certificate of documentation?
Should I return the certificate of documentation with the renewal notice?
May I renew my document early?
May I renew the certificate after the ownership changes?
Where may I obtain information on documented vessels?
Vessel documentation is
a national form of registration. It is one of the oldest functions of Government, dating back to the
11th Act of the First Congress. Documentation provides conclusive evidence of nationality for
international purposes, provides for unhindered commerce between the states, and admits vessels to
certain restricted trades, such as coastwise trade and the fisheries. Since 1920, vessel financing
has been enhanced through the availability of preferred mortgages on documented vessels.
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A vessel must measure at
least five net tons and, with the exception of certain oil spill response vessels, must be wholly
owned by a citizen of the US.
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Vessels of five net tons
or more used in fishing activities on navigable waters of the US or in the Exclusive Economic Zone
(EEZ), or used in coastwise trade must be documented unless the vessel is exempt from documentation.
Coastwise trade is generally defined as the transportation of merchandise or passengers between
points in the US or the EEZ. In addition, towboats operating between points in the US or the EEZ or
between the EEZ and points in the US and dredges operating in the US or the EEZ must be documented.
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Tonnage is determined by
volume. Most vessels more than 25 feet in length will measure five net tons or more.
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Vessels that do not
operate on the navigable waters of the US Or in the fisheries in the EEZ, are exempt from the
requirement to be documented. Also exempt are Coastwise qualified, non-self-propelled vessels used in
coastwise trade within a harbor, on the rivers or lakes (except the Great Lakes) of the US Or the
internal waters or canal of any state.
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Yes. A Certificate of
Documentation may be endorsed for fishery, coastwise, registry, or recreation. Any documented vessel
may be used for recreational purposes, regardless of its endorsement, but a vessel documented with a
recreational endorsement only may not be used for any other purpose. Registry endorsements are
generally used for foreign trade.
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The basic requirements
for documentation are to demonstrate ownership of the vessel, US citizenship, and eligibility for the
endorsement sought.
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If the vessel is new and
has never been documented, ownership may be established by submission of a Builder's Certification
(Form CG-1261), naming the applicant for documentation as the person for whom the vessel was built or
to whom the vessel was first transferred. Also acceptable are a transfer on a Manufacturer's
Certificate of Origin, a copy of the State Registration or Title, or foreign registration showing
that the applicant owns the vessel.
In the case of a
previously owned vessel, the applicant must present bills of sale, or other evidence showing transfer
of the vessel from the person who last documented, titled, or registered the vessel, or to whom the
vessel was transferred on a Builder's Certification or Manufacturer's Certificate of Origin. If title
was transferred by some means other than a bill of sale, contact the NVDC for assistance.
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Citizenship is
established by completion of form CG-1258. In addition to individuals, corporations, partnerships,
and other entities capable of holding legal title may be deemed citizens for documentation purposes.
Corporations must be registered in a state or the US; the chief executive officer and chairman of the
board of directors must be US citizens, and no more than a minority of the number of directors
necessary to constitute a quorum may be non-citizens. In addition, at least 75% of the stock must be
vested in US Citizens for a coastwise endorsement, and more than 50% of the voting stock must be
vested in US Citizens for a fisheries endorsement.
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Evidence that a vessel
was built in the US is required for a vessel which is to be used in the fisheries or coastwise trade.
Build evidence is normally established by submitting a Builder's Certification on form CG-1261. That
form must be completed by the person who constructed or oversaw the construction of the vessel or an
official of the company that built the vessel who has examined the records of the company to
determine the facts of build.
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Documented vessels do
not display their official numbers on the outside of the hull, but are identified by the name and
hailing port. The application for documentation must include a name for the vessel composed of
letters of the Latin alphabet or Arabic or Roman numerals and may not exceed 33 characters. The name
may not be identical, actually or phonetically, to any word or words used to solicit assistance at
sea; may not contain or be phonetically identical to obscene, indecent, or profane language, or to
racial or ethnic epithets. Once established, a vessel's name may not be changed without application,
fees, and the consent of the Director, National Vessel Documentation Center. There is no rule against
duplication of names for documented vessels, so hailing ports are helpful in identifying vessels.
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The official number
assigned to documented vessels, preceded of the abbreviation "NO." must be marked in block-type
Arabic numerals at least three inches high on some clearly visible interior structural part of
the hull. The number must be permanently affixed so that alteration, removal, or replacement would be
obvious and cause some scarring or damage to the surrounding hull area.
The name and hailing
port of a recreational vessel must be marked together on some clearly visible exterior part of the
hull. The vessel name of a commercial vessel must also be marked on the port and starboard bow and
the vessel name and the hailing port must also be marked on the stern. All markings may be made by
any means and materials that result in durable markings and must be at least four inches in
height, made in clearly legible letters of the Latin alphabet or Arabic or Roman numerals. The
"hailing port" must include both a place in the United States. The state may be abbreviated.
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The name and/or hailing
port may be changed by filing an application for change on form CG-1258 with the appropriate fees. If
your vessel is subject to a mortgage of record, you must obtain permission from the mortgagee on form
CG-4593.
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Many vessels have more
than one owner. To make sure that the right person gets mail concerning the vessel, one must be
designated as the managing owner.
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A preferred mortgage is
a mortgage which is given status as a maritime lien. As such it enjoys a certain priority in the
event of default. In addition, the Coast Guard is prohibited from making certain changes in
documentation including, but not limited to, change of vessel ownership, name, and hailing port
without consent of the mortgagee. For this reason many financial institutions require vessels which
are eligible for documentation to be documented and to have preferred mortgages recorded against
them.
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Documentation forms may
be downloaded from the world wide web at (http://www.uscg.mil/hq/g-m/vdoc/genpub.htm), by telephoning
the NVDC, pressing 5 on the first menu and following the instructions for the autofax system or
leaving an address to which the forms may be mailed.
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In many instances where
a bill of sale is not required, such as replacement of lost document, change of trade, or renewal,
you may fax your application to the NVDC, provided you pay any fees by Visa or Master Card.
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You may obtain an
Abstract of Title which will show all bills of sale, mortgages, and notices of claim of lien filed
and recorded by the Coast Guard. You may request the Abstract by fax if you pay by credit card or may
mail your request with the appropriate fee to the NVDC. To get accurate information you must supply
the name and official number of the vessel.
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No, all documented
vessels must comply with the laws of the state in which they are operated. The vessel's document must
be shown to state law enforcement personnel upon their demand. States may require documented vessels
to be registered (but not numbered) and to display state decals showing that they have complied with
state requirements.
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Documentation of your
vessel does not cover the vessel's tender or dinghy. These craft fall within
the jurisdiction of the motorboat numbering laws of the state of principal use. Please contact your
state agency that handles the registration or numbering of motorboats for further information
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Return the original
Certificate of Documentation to the National Vessel Documentation Center along with a brief note that
you sold the vessel. Your Certificate is nontransferable and should NOT be given to the new owner.
When the sale is finalized it is suggested you complete a US Coast Guard Bill of Sale (CG-1340) that
can be used by the new owner should he wish to document the vessel. Documentation requires that the
new owner send in one signed original and one copy of the USCG Bill of Sale with an Application for
Document (CG-1258) and fees. The buyer should also be able to use the bill of sale form as evidence
of the transfer of ownership to obtain state registration and/or title if he chooses not to document
the vessel with the US Coast Guard.
If you have an
outstanding mortgage of record against your vessel, please make sure the mortgagee (the lender)
completes a Satisfaction of Mortgage form and mails an original and one copy to the National Vessel
Documentation Center. Your vessel cannot be removed from documentation with an
outstanding mortgage.
Documentation forms and
fee schedules are available for downloading at this web site.
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A Certificate of
Documentation is valid for one year from the date of issue, providing there are NO CHANGES other than
a change of owner's address. The Certificate must be renewed on an annual basis. Even though it is
up to the owner to assure the document does not expire, the Coast Guard will send a Notice of Renewal
to the managing owner approximately 45 days prior to expiration. There is no fee for the yearly
renewal. See the instruction letter Renewal of Certificate of Documentation elsewhere at this site
regarding renewal procedures.
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NO. An Application for
Replacement (CG-1258) must be filed along with a $50.00 fee. If the lost document has already expired
it must be exchanged. The fee would then be $84.00 plus applicable endorsement fees.
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NO, simply sign, date
and return the Renewal Notice…even if your address has changed. Please note the address change. You
will receive a renewal decal and a change of address sticker to be affixed to your document.
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YES. The Renewal form is
available at this website. It may be downloaded from the Forms Menu. It may be mailed or faxed to
(304)-271-2405. BE SURE TO CITE THE VESSEL’S OFFICIAL NUMBER.
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NO. The ONLY change
permitted is a change of address. ALL other changes will require that the Certificate be exchanged
and accompanied by an Application (CG-1258), fees and other submissions to support the necessary
changes.
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The "Merchant Vessels of
the United States" (CG408) lists the names of US merchant and recreational vessels documented under
the laws of the United States. It provides vessel dimensions, tonnage, build (if available), and
ownership information. The last printed version was in 1994. This information is now available in
an electronic format by CD ROM through National Technical Information Services (NTIS), 5285 Port
Royal Road, Springfield, VA 22161. You can order the latest edition of Vol. 99-001 at a cost of
$125.00 plus shipping and handling.
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