Deletion From Vessel Documentation
Rules and Guidelines
When and how to delete a vessel from USCG documentation with detailed instructions.
Changes in the ownership or status of a U.S. Coast Guard documented vessel often require the filing of a Deletion from Documentation request. Such a request may be necessary to comply with regulatory requirements or may be initiated at the owner’s discretion when choosing not to maintain an active Certificate of Documentation. These guidelines provide detailed information on when a vessel must be deleted from documentation and the proper procedures for submitting a deletion request,
When to File a Deletion Request
A vessel owner must file a Deletion from Documentation request
whenever a Certificate of Documentation (COD) becomes invalid or when the
owner decides to voluntarily remove the vessel from U.S. Coast Guard
documentation.
Statutory Invalidations: The Code of Federal Regulations sets forth several circumstances under which a Certificate of Documentation is rendered invalid by operation of law. These may include changes in vessel ownership, a loss of citizenship eligibility, or changes in the vessel’s operational status.
When such an event occurs, the owner is required to notify the National Vessel Documentation Center (NVDC) and file a formal Deletion from Documentation request within 30 days. Additional information regarding Certificates of Documentation and related requirements is provided in the References section of this page.
Voluntary Removal: An owner may elect to voluntarily remove a vessel from documentation at any time, provided there are no outstanding recorded mortgages shown on the vessel’s Abstract of Title.
Including a copy of the Bill of Sale or other transfer instrument when
ownership has changed is especially important to ensure that the NVDC
records accurately reflect the vessel’s current ownership at the time of
deletion.
Where to File a Deletion Request
Requests for Deletion from Vessel Documentation are submitted through the National Vessel Documentation Center’s eStorefront system. After creating an account and logging in, applicants will find an option labeled “I need a Letter of Deletion.” The system will prompt the applicant to answer a series of questions regarding the circumstances of the deletion request and will allow for the upload of supporting documents, such as a Bill of Sale, Satisfaction of Mortgage, or other recordable instruments, as applicable. Upon acceptance of the request and payment of the required fees, the NVDC will issue a Letter of Deletion, which may be used to convert the vessel to state registration or for other lawful purposes. Guidelines for using the NVDC eStorefront are provided in the References section of this page.
How to File a Deletion Request
After logging into the NVDC eStorefront, you will be guided through a series of questions required to complete a Deletion from Documentation request. These questions relate to the vessel’s identification and the purpose of the deletion.
Vessel Identification:
The initial step requires entering identifying details for the documented vessel. These typically include the official number, vessel name, hailing port and state, and managing owner’s name. A verification function allows you to confirm that the entered information matches the current Certificate of Documentation before proceeding.
Reason for Deletion:
You will be prompted to select the reason for the deletion request. Based on the selection, the system will provide specific instructions and identify which supporting documents must be uploaded.
Payment:
Once all required information has been entered and supporting documents uploaded, you will be directed to the payment screen to submit the applicable fees using a credit card and finalize the request.
Follow-Up:
The NVDC will acknowledge receipt of the submission and will issue notifications if any deficiencies or additional documentation are identified.
Surrender of Document
Historically, a Certificate of Documentation was issued only
once and remained with the vessel indefinitely. Under those earlier rules,
the certificate was required to be surrendered to the Coast Guard following
certain changes in ownership or vessel status. That requirement has since
been eliminated with the adoption of periodic certificates, which are
routinely replaced upon renewal and during ownership transfers. As a result,
surrender of the physical certificate is no longer generally required when a
vessel is deleted from documentation or when ownership changes occur.
Limited surrender requirements may still apply in specific circumstances
involving certain large or commercially documented vessels, or where
explicitly directed by the National Vessel Documentation Center.
Conclusion
Many vessel owners are unaware of these requirements. You should, therefore, check with the NVDC regarding any questions about your specific circumstances. The information provided in these guidelines is also subject to change without notice and may contain errors, omissions or misstatements. You may contact the appropriate government agency or consult with qualified attorney about any such concerns.
References and Referrals
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