Vessel Documentation Records Request
How to order vessel documentation records from the U.S. Coast Guard
USCG documentation records are openly accessible with no restrictions for vessel owners, maritime professionals and the general public. These may include abstracts of title, certificates of ownership, copies of certificates, recorded instruments and other filing submissions. Such items can be easily obtained through the National Vessel Documentation Center's online eStorefront or as USCG Freedom of Information Requests depending on their nature. The following guidelines will provide a general overview about Coast Guard recordings with details on how to go about placing a records request.
About Vessel Documentation Records
Documenting a vessel with the U.S. Coast Guard often involves a significant amount of paperwork. In order to complete an application, the owner may need to provide any number of supporting items such as evidence of ownership, citizenship declarations, vessel specifications, builder certifications, admeasurements and various other documents. Subsequent recordings for preferred mortgages, supplements, claims of lien, releases and deletion notices will also necessitate the submission of certain forms and ancillary items. Upon approval, all applications, filings and supporting items are scanned into the documentation system, indexed for a particular vessel and maintained electronically. Copies of such records are, therefore, readily available when duly requested by submitting the appropriate type of request.
eStorefront vs. FOIA Request
About the eStorefront: The NVDC eStorefront is a
recent innovation wherein most filings and certain record requests can only
be implemented by establishing an online account. This is in keeping with
what most of the states are doing with regard to online boat titling and
registration. As for obtaining records, the eStorefront is limited to
Abstracts of Title, Certificates of Ownership, and a copy of the most
recently issued Certificate of Documentation. More information about the eStorefront is available from
the References for this summary.
About Freedom of Information Act Requests:
Copies of items not available from the eStorefront must be obtained by
filing a Freedom of Information Act request addressed directly to the
USCG Commandant's FOIA Officer in Washington DC. Although it can be sent by regular
mail,
communications will be much faster and more efficient if everything is handled by
email. More information on submitting FOIA requests is available in the
References for this summary.
Vessel Abstracts of Title, Certificates of Ownership and Documentation Certificates
USCG vessel Abstracts of Title and Certificates of Ownership are only available from the online eStorefront. A copy of the most recently issued certificate of documentation is also available online. Requests for these items sent my regular mail or email to the NVDC will be denied. The eStorefront will accommodate payment of all necessary fees, although limited to credit cards or ACH transfers only.
Copies of Recorded Instruments
Copies of recordable instruments such as bills of sale, ownership transfers, preferred mortgages, supplemental mortgage filings, releases and lien claims are not are not currently available from the eStorefront. These can only be obtained by filing a FOIA request.
Copies of Applications, Filings & Other Submissions
Copies of applications, filings and other submissions are also obtainable by filing a FOIA request. These may include such things as applications for documentation, builder certificates, admeasurement certificates, evidences of prior ownership, and any number of ancillary items that may accompany vessel documentation transactions. Copies of previously issued certificates of documentation can also be obtained through a FOIA request.
Copies of All Vessel Documentation Records.
It is possible to order all records on file with the National Vessel Documentation Center for a particular vessel by submitting a properly worded FOIA request. However, this could be extremely expensive and cumbersome for older vessels with long histories. This is especially true with those having commercial endorsements. Before placing such an order, you should obtain an Abstract of Title to get an idea of how many items this may entail.
Archived Vessel Records.
The U.S. Government maintains records for every vessel that has ever been documented. Although the methods of ordering copies is the same as shown in this summary, there could be significant delays in processing. This is due to archived records being stored at different locations throughout the country. You will be advised of this upon submitting a regular FOIA request involving an archived vessel and may be re-directed to a different request destination.
Vessel Documentation Database Searches
Although the NVDC is not involved in providing database lookup searches for current or previously documented vessels, these are available from other USCG sources and online enterprise providers. More information about vessel documentation searches, including a free vessel documentation database search lookup portal, is available from the References for this overview.
Conclusion
This overview was 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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