Application for Documentation Form
Application for vessel documentation form examples with instructions.
The initial issuance, exchange, transfer or replacement of a USCG Certificate of Documentation must be precipitated by completing and filing an application for documentation form. This can only be accomplished by establishing an account with the National Vessel Documentation Center's eStorefront. Here you will find an electronic online version of the CG1258 application form for submission from within the system. A hard copy of the application will no longer be accepted by email or regular mail. These guidelines will provide some examples and instructions of what completing an eStorefront version may entail.
Usage Context
The eStorefront version of an application for documentation will satisfy the necessary requirements when filing for an initial, exchange, transfer, or replacement certificate of documentation. There are also a number of ancillary forms and other items that may need to accompany an application as described in the Referrals for this page. Such items must be scanned into Adobe PDF files for download into the eStorefront system. There will be no requirements for a follow-up submission of the originals.
Application Form Examples
Although the CG1258 hard copy of an Application for Documentation form is no longer accepted, we are providing some examples and instructions that may be helpful in anticipation of what the online eStorefront version may entail. These are available from the referrals for this page.
Instructions
The eStorefront version may not have the same appearance of a
previous CG1258 hard copy application, but the information requirements
remain unchanged. The following will provide an idea of what type of data
you will need to provide in making the appropriate application.
Vessel Name:
Insert the name you have chosen for the vessel. This can be the name under
which previously documented or a different one of your own choice. Only
standard alpha and numeric characters in the vessel name will be shown on
the certificate of documentation. Names are not exclusive, therefore
multiple documented vessels can share the same name. Do not use a name which
contains profanity, indicates a racial epithet, exceeds 33 characters, or
conflicts with emergency call signals such as "SOS" or "MAYDAY". You may
document multiple vessels by using the same application if all information
is the same other than the vessel's name, hailing port, and identification
numbers. In this case you will need to complete the "Additional Vessels"
list.
Official Number: Insert the official Coast Guard documentation number if one has ever been awarded to the vessel. If unsure of this, you can contact the Coast Guard to see if they already have a cross-reference in their system with the hull identification number. It will change the nature of your application depending on whether you are applying for an initial documentation or re-documentation.
HULL Identification Number: Insert the vessel's hull identification
number. When applying for initial documentation, an appropriate hull number
respective to the year of the vessel must be shown. This means that in
accordance with the Federal Boat Safety Act of 1971, hull numbers must be of at least 12 characters. If the hull number is different for a re-documentation from that already on record, the Coast Guard will require an explanation and supporting evidence for a correction.
You can also apply for a USCG issuance of a hull number for home made or
older vessels with missing or incomplete numbers.
IMO Number: Insert the International Maritime Organization (IMO) number, if
one has been assigned to the vessel. This applies mostly to larger vessels and ships which engage in international operations.
Hailing Port:
Insert the city and state you have chosen for the hailing port. This can be any place you wish in the United States or one its
territories so long as it coincides with a postal designation. Commonly used
state abbreviations are acceptable. The hailing port does not have to match the physical location of the vessel.
Name of Managing Owner: Ownership of the vessel is established by
whatever is provided as proof of ownership along with the application. This
may include a bill of sale, transfer instrument, builder's certificate, or
copy of an existing title or registration certificate. One of the of the
owners must be designated as a managing owner with whom the Coast Guard can
correspond. If owned by individuals, the managing owner would be one of
those parties. In the case of a trust arrangement, the managing owner's name
would one of the trustees. For a corporation, partnership, or LLC it would
be the name of the entity itself. The managing owner's name must be
accompanied by a Social Security Number (SSN) or a Tax Identification Number
(TIN) as applicable. If an entity does not have a Tax Identification Number, you may use the social security number of an individual who is a corporate officer, general partner, or individual trustee of the entity. However, such party must sign the application.
Physical Address of Managing Owner: Insert the physical street address of the managing owner. A special declaration must be submitted if the owner is living aboard a vessel with no permanent address. If you wish to have correspondence sent to a different address such as a Post Office box, this can be shown in the mailing address section.
Name(s) of Other Owner(s): The names and Social Security numbers or
Tax Identification numbers of all owners other than the managing owner of
the vessel must be declared.
Purpose of Application: Indicate the purpose of the application. This
can be one of the options shown in the form.
Endorsement for Which Application is Made: Indicate the endorsements you wish for the Certificate of
Documentation. Multiple endorsements may be chosen provided the vessel qualifies for each one.
Primary Service and Horsepower: Insert the horsepower if known and
select the appropriate option to indicate how the vessel will be
primarily used.
Citizenship of Owner:
U.S. citizenship is one of the primary requirements for individual owners. This includes native born and naturalized citizens. The degree of citizenship for those holding equity interests in a legal entity will depend on the type of endorsements required. This section will identify the type of ownership under which the vessel will become documented and the applicable degree of citizenship.
One or More Individuals: Select this option if owned by individual persons. All such owners must be U.S. Citizens without exception.
Government Entity: Check this box if owned by a government entity. This includes federal, state, and territorial possessions or subdivisions thereof.
Corporation: Check this box if owned by a corporation and insert all applicable information.
Limited Liability Company (LLC): Check the applicable boxes and
insert the state where the LLC is organized. If member managed, it will be
necessary to provide a list of all members.
Partnership: Check the applicable box which applies to the equity interests of the general partners and declare the type of partnership below. You will also need to provide a list of all partners.
Corporation Qualified and Applying under 46 CFR 68.01 (BOWATERS): Check this box if applicable and attach a copy of the Certificate of Compliance or Letter of Qualification issued by the NVDC director.
Vessel Owned or Operated by a Not-for-profit Oil Recovery Cooperative: Check this box if applicable and attach a copy of the Certificate of Compliance or Letter of Qualification issued by the NVDC director.
Joint Venture or Association: Check this box if applicable and
provide a list of all members of the joint venture or association.
Trust Arrangement: Check this box if applicable and complete the appropriate equity interest section below. All trustees and beneficiaries with an enforceable interest must be U.S. Citizens. You must provide a list of all such parties by attaching an Additional Trust Arrangement form. This can be downloaded from the above links or by clicking the icon shown on the application form. However, you will lose any data you have already entered in the application by clicking the icon.
Certification: The law provides severe penalties against any persons making a false statement
when applying for vessel documentation. Be sure the information you are
providing is as complete and accurate as possible.
Notarization:
The application itself does not require an electronic signature
notarization. However, notarization may be required for some of the
ancillary items submitted with the application.
Conclusion
The eStorefront application has sufficient help screens and an extensive downloadable manual that addresses all aspects of the online system. If you encounter trouble, you can save your work and contact the National Vessel Documentation center for further assistance.
References and Referrals
Comments: Suggestions: Corrections