Vessel Certificate of Documentation
What a vessel certificate of documentation represents and how to verify its status.
A Certificate of Documentation serves as evidence that a vessel is registered with the U.S. Coast Guard and entitled to operate as a flagged vessel of the United States. It is recognized internationally as proof of a vessel’s nationality and identifies the vessel, its current ownership and the trades in which it is authorized to operate. These guidelines provide essential information on how a Certificate of Documentation is issued, what it represents, when it becomes invalid and how to verify its authenticity.
Certificate of Documentation Issuance
Applications and all other aspects of vessel documentation are administered by the U.S. Coast Guard’s National Vessel Documentation Center (NVDC). Upon completion of the application process, a Certificate of Documentation is issued to the managing owner. The certificate must be carried on board the vessel at all times while the vessel is in operation. Examples: An example of the Certificate of Documentation and the accompanying issuance letter can be found in the Referrals section of this page.
What a Certificate of Documentation Represents
A Certificate of Documentation can be viewed as the federal equivalent of a state boat registration and title combined. However, there are significant differences in both form and function.
Vessel Name and Hailing Port:
The vessel name and hailing port selected by the owner are shown on the certificate and may represent any U.S. postal city, regardless of where the vessel is physically located. These markings are not exclusive, and other documented vessels may display the same name and hailing port.
Vessel Identification Numbers:
Every documented vessel is assigned a unique identifier known as an Official Number. This number serves as the vessel’s primary identifier and must be permanently affixed to the vessel in a prescribed manner. The Official Number, the manufacturer’s hull identification number, and any other applicable identifiers are displayed on the certificate.
Vessel Specifications:
The certificate lists the vessel’s gross and net tonnage, length, breadth, depth, and type of propulsion. It also reflects the year and place of build when such information is provided with the application. These technical measurements may not correspond with commonly advertised or manufacturer assigned model designations.
Ownership and Managing Owner:
The names of the vessel owners are shown on the certificate; however, the document does not disclose the method of ownership, such as joint tenancy or tenancy in common. A managing owner is also designated and must be one of the listed owners.
Operational Endorsements:
The certificate indicates the endorsements under which the vessel is authorized to operate. These may include recreational, coastwise, fisheries, registry, and other commercial endorsements. Recreational use is the default status when the vessel is not authorized or engaged in commercial activity.
Mortgages and Liens:
A Certificate of Documentation does not reflect recorded mortgages, security interests, or claims of lien against the vessel. This information is available only through the vessel’s underlying Abstract of Title.
Reverse Side:
When properly executed, the reverse side of the certificate may be used to record a transfer of ownership without the need for a separate bill of sale or other instrument of conveyance.
Certificate Example: An example of a Certificate of Documentation can
be found in the Referrals section of this page.
Certificate of Documentation Validity
The ongoing validity of a certificate of documentation is
conditioned upon certain rules as set forth in the code of federal
regulations. These determine the conditions under which a certificate
is automatically rendered as invalid even though not
yet reported or recorded.
Placed Under a
Foreign Flag: A certificate is no longer valid when the
vessel is placed under a foreign flag.
Transferred to a Foreign Citizen: A certificate becomes invalid when sold or transferred to a foreign citizen.
The owner is required under these circumstances to file a deletion request showing the details of such event.
Owner is No longer a U.S. Citizen:
When one or more owners of a documented vessel is no longer a U.S. Citizen, the vessel
loses its eligibility for documentation.
Vessel is Sold or Transferred:
The documentation status is immediately invalidated upon the sale or
transfer of the whole or any part of a vessel.
Vessel IS No Longer Measures 5
Net Tons: A certificate becomes invalid if the vessel is modified such
that its dimensions no longer measure at least 5 net tons.
Vessel Can No Longer Navigate:
A certificate becomes invalid
If a vessel is no longer capable of transportation on water.
Change of Ownership: When ownership of a documented vessel changes in
whole or part, the existing certificate of documentation becomes invalid.
Legal Name Change: When an owner's legal name is
changed, the certificate becomes invalid and a re-documentation becomes
necessary.
Failure to
Maintain Markings: If the vessel name, hailing port or official number
become damaged or obliterated, the certificate becomes operationally invalid
until remedied.
Failure to Renew: Failure to renew a
certificate within the time frame allowed will result in the need for
re-documentation.
Outstanding Mortgages: Although a
certificate may be rendered invalid for various reasons, it remains on the
active rolls in order to protect any outstanding mortgages. This means that no
further actions can be taken without the mortgagee's consent or release of
interest.
Certificate of Documentation Deletion Requirements
When a Certificate of Documentation becomes invalid due to a change in ownership, vessel eligibility, operational status, or other disqualifying conditions, the owner is required to file a deletion request with the U.S. Coast Guard’s National Vessel Documentation Center (NVDC).
It must be sent within 30 days of the event causing the invalidation. Deletion formally removes the vessel from the federal documentation system and terminates its documented status.
Voluntary Deletion: Deletion requests may be filed at any time when an owner elects to permanently withdraw the vessel from documentation, such as when transitioning to state registration only or when documentation is no longer desired.
Filing Instructions. Detailed instructions and filing requirements for submitting a deletion request, including required forms and supporting documentation, can be found in the References section of this page.
Documentation Status Indicators
The status of a Certificate of Documentation is typically
shown in the underlying records for a documented vessel. This information
usually indicates the date a certificate was issued, followed by its
expiration date. Additional indicators may define the reasons for any
deletions, removals, or inactive status, as well as whether any outstanding
preferred mortgages exist. These indicators are not always fully current or
completely accurate and may warrant further investigative review of the
vessel’s documentation status.
Case Pending: The case pending
status indicator means that an application or other submission is currently
being processed or under review by the National Vessel Documentation Center
(NVDC).
Certificate Issued: The certificate issued indicator
reflects the most recent date on which the certificate was issued. On some
records, this information is alternately displayed as the COD Expire Date.
Certificate Expires: The certificate expires
indicator shows the date on which the certificate will expire or has already
expired. On some records, this information may be alternately displayed as
the COD Issue Date.
Duplicated in Error: This indicator reflects
situations in which more than one certificate was issued for the same
vessel. The duplicated in error designation identifies the certificate that
was issued or recorded incorrectly.
Certificate Expired: The certificate expired indicator shows that the certificate
has passed its expiration date and is no longer valid.
Inactive: The inactive indicator means that the certificate has expired
and is no longer actively in force.
Invalid: An invalid status indicator generally means that the
certificate has been rendered invalid due to a statutory or regulatory
requirement. This does not necessarily mean the vessel is permanently
ineligible for documentation, as the certificate may be capable of
reactivation under appropriate circumstances.
No Operation – PM:
The no operation status indicates that a certificate has expired or become
invalid due to a statutory requirement, but has not been formally deleted in
order to protect the interests of any outstanding preferred mortgage
holders.
On Deposit: The on deposit indicator
reflects circumstances in which a certificate has been temporarily deposited
with the NVDC to satisfy statutory requirements. This status most commonly
applies to vessels operating under certain commercial endorsements.
Valid: The valid indicator means that the vessel
holds a current and effective Certificate of Documentation for its
authorized operational purposes.
How to Run a Status check
It
may seem counterintuitive, but a Certificate of Documentation should not be
accepted at face value when evaluating a vessel transaction. Certificates
may be subject to events or statutory actions that automatically render them
invalid before such changes are formally reported or reflected in public
records. Because surrender of a Certificate of Documentation is no longer
required in most situations, an invalid certificate may remain in
circulation even though it is no longer in force. Accordingly, any concerned
party should take reasonable steps to confirm that a certificate is the most
recently issued version and that it remains in good standing.
NVDC
eStorefront: A copy of the most recently issued Certificate of
Documentation can be ordered through the NVDC eStorefront. The issued
certificate will display both the issuance date and the expiration date.
PSIX Database: The Port State Information Exchange (PSIX) online
database is provided by the U.S. Coast Guard’s Maritime Information
Exchange. It offers reasonably current information for most documented
vessels. When a search produces a positive result, the Vessel Documents and
Certificates section should be reviewed for the certificate issuance date,
expiration date, and current status indicator. The Service Information
section may generally be disregarded, as it primarily relates to commercial
vessel service data. Additional information about the PSIX database can be
found in the References section of this page.
Documentation Search: Our
website offers a detailed vessel documentation search and lookup service at
no cost. This data is based on periodic updates provided by the U.S. Coast
Guard, and in some cases, supplemental research may be required to confirm
the vessel’s current status.
NVDC Work in Progress Report: The National Vessel
Documentation Center provides real-time online work in progress information through its website. This resource can help determine whether
there is ongoing documentation activity for a particular vessel.
NVDC
Direct Inquiries: The National Vessel Documentation Center also responds to
telephone and email inquiries regarding a vessel’s documentation status.
Current contact information can be found in the References section of this
page.
Conclusion
The information provided here is mostly for recreational purposes and may not apply to certain commercial situations. The material is also subject to errors, omissions and changes without notice. Any such concerns should be addressed with the appropriate authorities or a qualified maritime attorney.
References and Referrals
Comments - Suggestions - Corrections
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