Transmittal Cover Letter Form
Vessel transmittal cover letter form with examples and instructions.
The Transmittal Cover Letter form provides vital information when conveying items to a state boat registration agency or the National Vessel Documentation Center. It is basically a listing of all enclosures along with contact information, a complete set of instructions for processing and fee payment details.
Usage Context
Transmittal cover letters are not actually required when submitting items related to state level registration, titling, and USCG vessel documentation. However, failure to do so may create major issues in processing along with substantial delays. The respective agencies must have a clear idea of your intent and know how to reach you for further clarification. In worst case scenarios they will at least need to know where to send deficiency notifications and how to return rejected items.
Form Example and Conversion
Examples of the transmittal form are available in Adobe PDF format from the Referrals for this page. One is for USCG vessel documentation submissions and the other if for state registration. They can be easily converted into your favorite word processing application for modification and editing purposes. If your system does not already have this capability, there are a number of free or subscription internet services available that can provide such an accommodation.
Citations and Instructions
Header - The form headers can be changed to reflect the
name, address, telephone number and email address for the subject agency.
Vessel - Include length, make, and year of vessel along with all
known identification numbers. The vessel name is not material but helps
clarify the vessels identity.
Contact Information - This should
include the name, mailing address, email address and phone number of the
sender.
Please Process - List all items that are to accompany the
transmittal.
To Follow - List any items that are so be sent as
follow-ups to the transmittal.
Please Provide - Indicate the items
you expect in return for the subject transaction.
Payment -
Indicate how payment is to be made such as a bank check or by providing
credit card information. You can show the exact or estimated amount that the
authorization will cover or set a maximum amount allowable. This
allows for flexibility as exact amounts are not always precisely known. You
can also use this section to request a response from the agency regarding
actual fees and indicate a payment to follow. Although most state agencies
and especially the documentation center will accept credit card
authorizations you may wish to confirm this.
Message - Include
any further comments or instructions that may be help clarify the
transaction.
Signature Requirements
The form must be signed by the boat owner or an authorized representative.. A signature notarization is not typically required.
Conclusion
Acceptance of this form is subject to approval.. You should check the respective agency about any such concerns.
References and Referrals
Comments - Suggestions - Corrections