Coast Guard Documentation!

           Coast Guard documentation information and answers to frequently asked questions about vessel documentation, how it is administered, the documentation process, documentation requirements, preferred vessel mortgages, vessel liens, and abstracts of title.

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Coast Guard Documentation Advisor

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          Can Coast Guard documented vessels share the same name?  -  Yes, vessel names are not exclusive and any number of documented vessels can share the same name. In order to see how many vessels are documented under a particular name, you can visit the "Vessel Record Search" section of our "Database" page and perform a vessel documentation search.

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          Can I assign ownership on my vessel's certificate of documentation?  -  Yes, a certificate of documentation will serve as evidence of transfer if ownership is properly assigned on the reverse side by the documented owner. If the document is not assigned, or a subsequent applicant is someone other than the assignee, it will be necessary to chain ownership forward with recordable transfer instruments such as a Bill of Sale, Deed of Gift, or Transfer of Interest.

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          Can I convert my state title or registration to Coast Guard documentation?  -  Yes, this is quite easy if the vessel is over approximately 25' and you are a U.S. citizen. All you need to do is present a copy of your title or current registration to the Coast Guard along with the appropriate application forms. You will then need to surrender your original state title to the state along with a notification that the vessel has become documented. In some states, you may need to maintain a registration certificate even though the vessel has become documented.

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          Can I Coast Guard document a vessel outside of the U.S.?  -  Yes, the vessel's location is not a factor in obtaining Coast Guard vessel documentation if you are a U.S. citizen. In fact, priority handling for the issuance of a certificate of documentation is usually afforded to U.S. citizens when cruising abroad.

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          Can I Coast Guard document my vessel if I have a green card?  -  You can not apply for Coast Guard documentation until you can certify that you have already become naturalized. Until then, you can register on the state level or with the country in which you currently hold citizenship.

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          Can I Coast Guard document my boat from a state level registration?  -  The Coast Guard will accept a copy of the current state registration or a copy of the state title. If ownership has changed, it must be accompanied by a transfer instrument such as a bill of sale. When documenting a state titled vessel, such title must be surrendered after the documentation is complete. The state registration may need to be maintained, depending on your particular state's regulations.

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          Can I operate my vessel while awaiting the certificate of documentation?  -  If the vessel is used for recreational purposes only, you can operate it while waiting for your document to be issued. However this only applies if you are in compliance with any state level requirements for registration of documented vessels. You can not engage in commercial operations without a properly endorsed certificate of documentation on board the vessel. While operating without a document, you should keep copies of your application and any documents which serve as proof that you own the vessel.

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          Can my documented vessel be requisitioned during a national emergency? -  Coast Guard documentation is a national registry which provides the federal government with ready access to the particulars of your vessel. These include cargo capacities which will be of particular importance. Accordingly, this will become the primary resource for requisitioning should a national emergency warrant such measures. However, the possibility of this event is extremely remote.

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          Does Coast Guard documentation exempt my vessel from taxes? -  Although Coast Guard documentation may exempt vessels from having to obtain registration certificates in certain states, it does not generally exempt them from tax liabilities such as sales tax, excise tax, personal property tax, and other local taxes. The exceptions may be those situations where commercially documented boats become exempt from certain taxes by merit of their operations. This would be determined on a state-by-state basis.

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          Does the Coast Guard collect taxes or duties? -  The Coast Guard's National Vessel Documentation Center is not involved in the collection of any taxes or duties. When applying for documentation, it is simply a matter of paying the appropriate recording fees. Taxes are typically paid when registering a boat on the state level and duties are paid on entry when a boat is imported.

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          How can I Coast Guard document an abandoned vessel?  -  There are no federal statutes which allow for a non-judicial sale or disposal under these circumstances. However, most states have special laws that deal with the summary or non-judicial disposal of abandoned of vessels. If these are properly implemented, the National Vessel Documentation Center will accept such evidence for passage of ownership. This is of course, based on the presumption that no outstanding mortgages are shown on the abstract of title. You should also be aware, that any other liens will pass along with the vessel under these circumstances.

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         How can I remove a vessel claim of lien?  -  Once recorded, claims of lien will become permanent entries on the vessel's underlying abstract of title. In order to offset such entries, the claimant  must  submit a  satisfaction or release recording as evidence that the obligation has been discharged. If the claimant fails or refuses to do so, the claim must be vacated by judicial means.

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         How do I change my legal name on the documentation?  -  A legal name change is not viewed as a transfer of ownership. However, it will be necessary to apply for re-documentation under the new legal name. In order to do so, you will need to provide copies of the court documents approving such action.

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         How do I change vessel dimensions on my document?  -  You should first be aware the the Coast Guard does not use length measurements which include overhangs such as bowsprits and swim steps. The depth measurement is not just the draft, but a measurement from the top of the hull amidships to the very bottom of the vessel. If the dimensions were initially provided from a Builder's Certification, it will be necessary to obtain a letter of correction from the builder. Otherwise it is simply a matter of submitting a revised "Application for Simplified Measurement" along with a letter of explanation. Dimension changes on vessels 79' and over must be handled through an approved measurement company. Changes in vessel measurements can only be accomplished in conjunction with a re-documentation.

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          How do I determine the vessel tonnage for documentation?  -  There are various methods of measuring a vessel depending on its size and intended usage. Most recreational vessels under 79' are measured via the simplified system for documentation purposes. This is basically a matter of providing a builder's certification showing the dimensions or completing an "Application for Simplified Measurement". Larger vessels must be formally measured by a Cost Guard approved measurement service company.

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          How do I document a boat or vessel with the Coast Guard?  -  In order to qualify for Coast Guard documentation, the vessel must measure at least 5 net tons by volume. This equates to approximately 25' in length. You will find an interactive measurement form in our Federal Page that will help determine the vessel's gross and net tonnage. In general, the owner must also be a U.S. citizen. It is then a matter of deciding whether you want to complete the application forms yourself or wish to hire a full service documentation company to do this on your behalf. Of course, there will be a considerable difference in the overall cost. Documenting it yourself is not all that difficult, but you will  need to invest a certain amount time in figuring out the instructions. Information about vessel documentation self and full services can be found in our Vessel Documentation Services Page.

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          How do I file a vessel claim of lien?  -  A "Notice of Claim of Lien" can be filed against a documented vessel by any party having a lien or claim on the vessel. However, the vessel must be currently documented or in the process of becoming documented. A notice of claim of lien serves only to create a cloud on the title, does not prevent subsequent transfers of title, and affords no rights of foreclosure upon the claimant.

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          How do I remove a divorced spouse from Coast Guard documentation?  -  In most cases, the courts will issue a "Divorce Decree" which will award the vessel as part of a settlement. Ownership can be changed by re-documenting the vessel with a copy of the decree. The decree must however, identify the vessel by its official number or hull identification number. The awarding spouse would otherwise have to execute a transfer of interest for half interest in the vessel. If the abstract of title is subject to a preferred mortgage, the change of ownership will be subject to the lender's written consent.

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          How do I remove a vessel mortgage or lien from Coast Guard documentation?  -  A mortgagee, claimant, or its successor in interest is required to file a release upon settlement of the underlying obligation. This becomes recorded on the vessel's abstract of title as an offset to the respective mortgage or claim. If the mortgagee or claimant has failed to file such release and is no longer available, the only remaining option would be to obtain a court order to have the recording vacated.

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          Is a Coast Guard documented vessel exempt from state registration?  -  Federal regulations prohibit state titling of documented vessels. However, the states may at their option issue yearly registration certificates for revenue collection and other purposes. Certain states exempt documented vessels from registration requirements.

         ◄ Back   /  Resources ►     Vessel Registration Summary     Vessel Documentation Services     Vessel Documentation Forms

          Is my vessel large enough for Coast Guard documentation?  -  In basic terms, a vessel must measure in volume at a minimum of five net tons. Depending the length beam, and overall depth, most vessels will need to be at least approximately 25 feet in length to qualify. Vessel tonnage is determined by a measurement process rather than by calculating the vessel's weight or displacement.

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          Must I obtain Coast Guard documentation my vessel for six-pack charter?  -  Yes, even if you carry one passenger for hire you must have the boat documented and obtain a coastwise endorsement. The only charter operation that qualifies as recreational usage is a bare-boat charter where the boat is rented or leased and not skippered by the owner or owner's agent.

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          Should I accept a certificate of vessel documentation at face value?  -  A Coast Guard certificate of documentation should always be supported by the vessel's abstract of title. The certificate may not be the latest issue, may not show complete ownership information in some cases, and does not show any liens or encumbrances. Abstracts can usually be obtained from the Coast Guard within 24 to 48 business hours.

         ◄ Back   /  Resources ►     Abstract of Title Services     Vessel Record Search     Vessel Abstracting Handbook

          Should I notify the Coast Guard upon transferring ownership?  -  Unless you are certain the new owner will immediately re-document the vessel, you should submit a written request for removal of the documentation. It is also a good idea to record the bill of sale or other instrument of transfer as an optional part of this process. The underlying abstract of title will then show the new owner's name, even though the documentation has not been reinstated. The new owner can apply for re-documentation at any time thereafter, if such party is a U.S. citizen. 

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          Must I renew my Coast Guard certificate of documentation?  -  The certificate must be renewed annually based on the date of issue. There is no renewal fee if renewed before the expiration date. The Coast Guard will send a Notice of Renewal to the address they have on record for the managing owner approximately 45 days prior to expiration. However, it is the owner's responsibility to renew even though such notification was not received. A late fee of $5.00 will be assessed for late renewals which do not exceed 30 days. After that time, an Application for Documentation to file for a reinstatement must be submitted with the appropriate fees. You will find a Renewal Certification form with instructions on our Forms page and a Reinstatement of Documentation kit on our Services page.

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          Must my vessel be U.S built to qualify for Coast Guard documentation?  Although the place of build is not an issue for recreational vessels, evidence that a vessel was built in the United States is required for those which are to be used in a fisheries or coastwise trade. Such evidence usually comes in the form of a Builder's Certification which is issued by the manufacturer.

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          What are citizenship requirements for Coast Guard documentation?  -  As a general rule, all owners of a documented vessel must be US Citizens. This also applies to legal entities such as Corporations, Limited Liability Companies, and Partnerships. Corporations must be registered in the U.S. in order to own a documented vessel. Principals who own and operate corporations other legal entities that own a documented vessel must be U.S. Citizens in their own right. An individual person who owns all or part interest in a documented vessel must be native born, naturalized, or a derivative U.S. citizen. Cost Guard documented vessels may be operated or placed under the command of a foreign citizen only if the vessel is used for recreational purposes.

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          What are citizenship requirements for an LLC?  It all depends on how the LLC is organized and whether there will be commercial endorsements. If the LLC is member managed, all members must be U.S. citizens. If not, the managing party must be a U.S. citizen. In either event, the total equity owned must typically be at least 50% for recreational use and 75% for commercial use. You should contact the National Vessel Documentation Center if the LLC structure is complex. They may ultimately need a copy of the articles of organization to make a determination.

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          What are documentation home and hailing ports?  -  Prior to the consolidation of various regional vessel documentation offices into one central location, the city of such locations was known as the home port. With the elimination of these offices, the "home port" concept no longer applied and such declarations are not currently part of the documentation process. A hailing port is simply the city and state which must accompany the vessel name on a documented vessel. This designation has no relation to where the vessel is moored or operated and can be any city and state with a U.S. postal zip code. In order to change an existing name or hailing port, it will be necessary to re-document the vessel.

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          What are penalties for Coast Guard documentation violations?  -  The Coast Guard Authorization Act of 1996 included legislation which increased the penalties for violations of documentation laws. The maximum penalty each day of continuous violation is now $10,000 per day. Situations which allow for forfeiture and seizure of the vessel have also been expanded. In addition, there a general federal law that cites a $10,000 fine and/or 10 years imprisonment for providing a false representation or statement to a government official.

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          What are the vessel documentation requirements for a trust? - The Coast Guard views a trust as an arrangement where one or more parties hold title to the vessel for the benefit of another. Accordingly, ownership must be listed in the name of the trustee or trustees, which can then be qualified by the name of the trust (e.g. "John Doe, Trustee of The Doe Family Trust"). Each trustee and each beneficiary with an enforceable interest in a trust arrangement must be a U.S. citizen.

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          What are vessel documentation title requirements?  -   In order to document a vessel for the first time or re-document a previously documented vessel, the applicant must provide evidence of title or proof of ownership. Title requirements are typically met by providing the documentation office with a builder's certification, manufacturer's statement of origin, or evidence showing the existence of a previous title or registration. If these are not in the applicant's name, a chain of recordable transfer instruments must be presented showing that the ownership was carried forward.

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        What is a vessel Claim of Lien?   -  A claim of lien is a type of filing where the claimant may unilaterally record an obligation or debt which was created by a Coast Guard documented vessel. In order to record a claim, the vessel must be currently documented or a valid application for documentation must be in progress. The recording does not validate a claim and judicial action must taken as a method of foreclosure. It's primary function is to notify the owner, other mortgagees or claimants, and any interested parties of the claim. A claim of lien does not preclude transfers of ownership.

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           What is Coast Guard vessel documentation?  - Coast Guard documentation is a national form of vessel registration which is administered by the U.S. Coast Guard's National Vessel Documentation Center. It is one of the oldest functions of our Government, dating back to the 11th Act of the First Congress. Vessels that meet the required qualifications are issued a Certificate of Documentation which serves as evidence of ownership and entitles the vessel to engage in certain commercial activities. Although vessel documentation is optional for vessels that operate exclusively for recreational purposes, it is required for vessels that will engage in commercial activities within U.S. waters. Certificates of documentation for commercial vessels must be endorsed for the respective types of usage.

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          What is a Coast Guard documentation abstract of title?  -  One of the fundamental differences between U.S. Coast Guard documentation and state level boat titling or registration is the manner in which liens, encumbrances, and ownership transfers are recorded. When a vessel is initially documented, the NVDC generates a master record that is titled "General Index or Abstract of Title". Its structure is similar to those employed in the real estate industry with respect to the methods in which transactions are recorded. In addition to some basic information about the vessel, all transactions involving changes of ownership, mortgages, and liens are indexed on the abstract as separate entries. An abstract also contains notational entries which may be relevant to the the vessel's ownership or documentation status. Abstracts of title can be ordered from the "Services" page of our web site.

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          What is a coastwise endorsement for vessel documentation? - A coastwise endorsement entitles a vessel to employment in unrestricted coastwise trade, dredging, towing, and any other activities for which a registry or fishery endorsement is not required. In basic terms, this means that the vessel can carry cargo and passengers within the U.S. or between U.S. ports. There are many variations regarding what actually constitutes coastwise activities and the need for such endorsement should be given careful consideration. Those in need of a determination as to whether a coastwise endorsement applies to a particular operation should contact the Carrier Rulings Branch of the U.S. Customs service or employ the services of a marine attorney.

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          What is a recordable instrument for vessel documentation?  -  Recordable instruments are those documents or forms which meet Coast Guard standards for recording transactions on the vessel's underlying abstract of title. Such instruments are related exclusively to changes in ownership and the recording of liens or encumbrances. These include bills of sale, deeds of gift, transfers of interest, preferred vessel mortgages, mortgage supplements, and lien claims.

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          What is a preferred vessel mortgage?  -  A preferred vessel mortgage, or ship's mortgage, is an instrument which is given status as a maritime lien. Depending on the filing date, the mortgage attains a certain priority in the event of default. It also gives the mortgagee control of the documentation in that once filed, the Coast Guard will not allow a change of vessel ownership, name, and hailing port without the mortgagee's consent.

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          What is the size requirement for a vessel name and hailing port? - All letters or numerals for a vessel name and hailing port must made in clearly legible letters of the Latin alphabet or Arabic or Roman numerals and must be as least 4 inches in height.

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          What location must I choose for a vessel hailing port? - The vessel hailing port is no longer related to where you reside or where the boat is moored. You can choose any city and state or U.S. territory you wish for the hailing port if it has a zip code listing. However, you should not include the zip code in the hailing port.

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          What should I do if the terms of my vessel mortgage change? - If the terms of an active preferred vessel mortgage change, you should record a Amendment of Mortgage to reflect the new terms. The same applies to any changes in a promissory note or loan contract that was submitted as an attachment to the mortgage. When filing an amendment, the rank and priority of the filing date for the underlying mortgage remains unchanged.

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          Where can I get a U.S. build waiver for vessel documentation?  -  The Maritime Administration administers waivers for small passenger vessels with regard to operation in the coastwise trade. For further information, please visit the Build Waiver Application link shown below.

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          Who administers vessel documentation?  -  The National Vessel Documentation Center, which is commonly referred to as "NVDC" or "documentation center", operates under the direction of the U.S. Coast Guard's National Maritime Center. It officially opened its doors on August 1, 1995 as the result of a consolidation effort wherein fourteen district offices merged in to a single location at Martinsburg, West Virginia. The center is responsible for administering all aspects of vessel documentation and the maintenance of records for all currently documented vessels.

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          Why must I declare a managing owner on my vessel documentation?  -  In cases where there is more than one owner, the Coast Guard designates only one of them for mailing, service, and contact purposes. There are no special obligations for a managing owner other than to submit a yearly renewal notification for the certificate of documentation.

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          Why must I provide my social security number for vessel documentation?  -  Unless you are an entity with a federal tax identification number, you must provide a social security number. It is a regulatory requirement and without it you will simply not be allowed to document your vessel. The Coast Guard is however, very protective of such information and will not disclose it to the public.

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          Why should I document my vessel with the Coast Guard? -  Coast Guard documentation is not required for pleasure or recreational usage, which includes bareboat charters. However, there are several reasons for which vessels are placed into documentation. First, a vessel can not engage in commercial activities within the United States unless it becomes documented and attains the respective trade endorsements. Second, marine lenders usually require vessel documentation in order to acquire a preferred mortgage which grants the ultimate contractual lien against any vessel. Third, owners who venture into international waters usually elect to document their vessels in order to attain certain protections afforded by the U.S. flag. A certificate of documentation makes it easier for passage into foreign ports and is widely accepted by customs officials. Finally, some owners elect to document their vessel just for the prestige of owning a vessel which is said to carry the U.S. flag. From a visual perspective, Coast Guard  documentation also precludes vessels from having to display state registration numbers.

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