Vessel Documentation FOIA Records Request
How to order vessel documentation records with a USCG FOIA request.
Copies of most items related to the USCG documentation of a particular vessel are openly available to owners, maritime professionals and the general public. However, there are different ways for obtaining these depending on the type of items required. Abstracts of title, certificates of ownership and copies of current documentation certificates must be ordered through the National Vessel Documentation Center's online eStorefront system. Anything else can only be obtained by filing a Freedom of Information Act request through the USCG Commandants office. These guidelines will explain what Coast Guard FOIAs are all about and how to make an effective record request.
FOIA Request Defined
The Freedom of Information Act (FOIA) allows anyone to request copies of records from federal agencies. It promotes government transparency by giving the public access to documents that are not already available online. The Coast Guard, as part of the Department of Homeland Security, must respond to written requests for its records unless they fall under one of the legal exemptions such as privacy or security concerns.
FOIA Usage for Documented Vessels
A FOIA request can be used to obtain copies of vessel documentation records not otherwise available from the National Vessel Documentation Center's (NVDC) eStorefront. Typical examples include recorded instruments such as mortgages, supplements, releases, bills of sale, claims of lien. Other filings such as applications and supporting documents are also available through a FOIA request. Some personal or financial details may be withheld for privacy, but most vessel documentation records are releasable once properly requested.
USCG FOIA Administration Office
FOIA requests for documentation records are handled by the USCG Commandant's FOIA Officer in Washington, D.C. The Commandant's office coordinates all FOIA activity for the United States. Coast Guard. The same office also manages appeals and fee processing through the Department of Homeland Security’s FOIA system.
Required Citations for USCG FOIA Requests
A complete FOIA request should clearly identify the materials being requested and include a short statement citing the law. Recommended language: “This request is made under the Freedom of Information Act, 5 U.S.C. § 552.” Be as specific as possible when describing what you want by including the vessel name, official number, documentation number, or date range. If known, reference the relevant case, transaction, or correspondence number to help the FOIA office locate your record faster. It may be necessary to order an Abstract of Title in order to obtain such information. FOIA Request examples for email and regular mail can be found in the Referrals for this page.
Ways to Submit a USCG FOIA Request
Requests should be sent directly by email to efoia@uscg.mil, which is the official address for incoming Coast Guard FOIA vessel documentation submissions. The Coast Guard also accepts requests by regular mail, although this method is extremely slow and cumbersome. Email is the fastest and most reliable method as It creates an immediate electronic record and eliminates postal delays. Always keep a copy of your submission and note the date sent for your own tracking purposes.
FOIA Fees and Payment Methods
Small or simple requests are usually processed without charge. Larger, multiple or archived items may include search and duplication fees. The Coast Guard Finance Center may send a billing notice if costs exceed the free allowance. Payments are typically made online through the Pay.gov system by credit or debit card. It’s also advisable to include a citation in your request stating “I authorize charges up to a maximum of $50.00 without further approval.” This allows the FOIA office to continue processing without delay if minor fees apply.
FOIA Responses & Follow Up
You should receive an acknowledgment within 10 business days after your request is received. Most responses are issued within 20 business days, though complex or multi-office searches can take longer. If you haven’t heard back after 30 days, a polite email follow-up is appropriate. Responses may include copies of the records, a partial release with redactions, or an explanation if the documents cannot be located or are exempt. If you disagree with the decision, you have 60 days to file an appeal with the Commandant’s Office.
Conclusion
These guidelines were compiled by a maritime professional and enhanced with AI technology. While we strive for accuracy, the content may contain errors, omissions, or misstatements and is subject to change without notice. Before acting on this material, you should consult the appropriate authority or a qualified legal professional.
References and Referrals
Comments - Suggestions - Corrections
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