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Application for Vessel Documentation

How to apply for USCG vessel documentation with step-by-step instructions.

In order to obtain USCG vessel documentation for the first time, make changes to an existing documentation or reinstate a previous documentation you will need to file an Application for Documentation (CG-1258) with the National Vessel Documentation Center (NVDC). In doing so, this may require some additional items as prescribed by federal regulations. These apply not only to the vessel itself, but its usage and ownership.


Initial Documentation

Initial documentation occurs when a vessel that has never been previously documented is placed into documentation for the first time. In addition to the application form, this will entail the need for some additional items.
Tonnage Affirmation - In order to confirm whether the vessel meets a minimum tonnage of 5 net tons, you will need to include an affirmation as to its dimensions. This typically comes from a Builder's Certification (CG-1261) which is issued by the builder as a first assignment of title. If this is not available, you can provide an Application for Simplified Measurement form (CG-5397). You can also use it as a calculator in determining the net and gross tonnage. Yachts measuring over 78 feet in length will require a formal admeasurement as performed by an approved measurement organization, a list of which can be found in the Referrals for this page.
Build Affirmation - Although not required for recreational vessels, evidence of United States construction must be established for commercial endorsements. This may originate either from a Builder's Certification or a formal letter from the respective builder showing the required citations.
Evidence of Ownership - You will need to provide a basis for your ownership by submitting the necessary items in support thereof. These are detailed as shown in a following section of this page.

Re-documentation

A vessel must be re-documented whenever ownership changes, upon alteration of the vessel, a change in vessel name or hailing port, subsequent to an expiration or to make any corrections in a previous application. Re-documentation is not required for changes of address.
Transfer of Ownership - When re-documenting a vessel pursuant a change or transfer of ownership, the applicant must provide a basis for the new documentation by submitting items in evidence of ownership as prescribed by NVDC requirements. These are detailed in the following section of this page.
Alteration of Vessel - If a vessel has been altered beyond the dimensions previously affirmed, the owner must apply for re-documentation. This must include a letter of explanation and an Application for Simplified measurement.
Change of Status - Whenever there is a change in the vessel specifications or the documentation status you will need to provide a letter of explanation and any items supporting the change. The same applies to any corrections that need to be made regarding a previous application.
Expired Documentation - In order to reinstate a documentation that has expired beyond 30 days, the owner must re-submit an Application for Documentation. There is a special box on the form that must be checked for this purpose.

Evidence of Ownership

When applying an initial documentation or a re-documentation pursuant a change of ownership, the applicant must provide evidence of current equity standing. This may include a number of items as shown below, some of which may require further instruments showing a nexus to the applicant.
Assigned COD - A certificate of Documentation (COD) is now assignable to a new owner by inserting such party's information on the reverse side. The COD must be unexpired and the current owner's signature must be notarized.
Owner of Record - Ownership may be transferred directly from the last owner of record as shown on a documented vessel's underlying abstract of title, even if the documentation has expired. This will require a properly executed transfer instrument such as bill of sale, deed of gift or transfer of interest. However, the NVDC will question this method if too much time has passed since the ownership was recorded. You may need to explain why it was not subsequently registered elsewhere.
Builder's Certificate - A builder's certificate issued by the manufacturer of a new vessel that has been assigned or transferred to your name will serve as evidence of ownership. This is the best method because it also establishes the proper dimensions and build evidence.
Manufacturer's Statement of Origin - Although a manufacturer's statement of origin is designed for state registrations, it will suffice as proof of ownership for documentation purposes. However will not establish the required measurements and is not acceptable as build evidence.
State Title Certificate - The NVDC will accept a state title in your name for documentation purposes. However, it will not honor an assigned or released certificate as this must be accompanied by an instrument of transfer to the designated party.
Foreign Certificate - When placing a foreign registered vessel into documentation, you will need to provide a copy of the current registry certificate and evidence of removal. If not already in English, these will need to be translated by an accredited translation service.
Foreclosure - Applications for documented vessels that were foreclosed upon in a federal court must be accompanied by a Sheriffs Bill of Sale. Foreclosures in state level courts must be accompanied by a court order. Non-judicial foreclosures must be accompanied by a affidavit of repossession showing that it was performed in compliance with state regulations. A copy of the respective statutes must be included.
Estates - Applications for vessels sold through an estate must present the probate court's letters showing an appointment of the authorized representative. In cases where the deceased had a small estate with no will, the heir must present evidence of compliance under the respective state regulations.
Transfer Instrument - When the presented evidence of ownership is not under the applicant's name, it must be accompanied by an instrument or instruments of transfer establishing a nexus. Recordable transfer of ownership instruments include bills of sale, deeds of gift, transfers of interest. These must contain certain specific citations and the signatures must be notarized. Such examples can be found in the References for this page. If notarized in a foreign country, the notarization must be apostillized unless performed at a U.S. Consulate.

Mortgage and Lien Releases

In addition to evidence of ownership, an applicant may need to substantiate the release of any encumbrances recorded against the vessel.
Mortgages - The Coast Guard will not allow a transfer of ownership or change in status on a documented vessel if it has an outstanding mortgage recorded on its underlying abstract of title. If there is an outstanding mortgage, you will need to provide a satisfaction or release of said encumbrance. As an alternative, you can obtain a special consent form from the mortgage allowing the transfer or change to take place.
Claims of Lien - This type of recording is technically known as a notice of claim of lien as recorded on a documented vessel's abstract of title. As such, it is merely a notification to the public that such a claim exists and is not a validation thereof. It does not prevent a re-documentation. The documentation center will accordingly ignore this when it comes to changes of ownership.
State Titles - When documenting a vessel from a state title or registration certificate, the NVDC will typically ignore the presence of a secured party. However, this may not always be the case and it may be questioned by a processing officer.
UCC Recordings - Uniform Commercial Code filings filed against the subject vessel are not typically a matter of concern as these do not perfect against a documented vessel.

Supplemental Filings

In conjunction with a application for documentation, you may submit some optional items for processing consideration or recordation upon issuance of the certificate.
Recordable Instruments - Recordable instruments such as mortgages may be filed simultaneously with an application for documentation. This offers immediate perfection for a lender even though not recorded until a later date.
Priority Handling Request - A priority request form can be filed with an application if a certificate of documentation is urgently needed when the vessel is going offshore
Waiver Request - When certain shortcomings exist in any supplemental submissions, you may file a written waiver request. The NVDC will take this under consideration and render an approval if the subject matter is deemed to be in substantial compliance with standard regulations.
Live-aboard Certification - Although a physical address is typically required on an application form, the NVDC will accept a P.O. box or alternative address where there is no permanent domain. In this case you must provide a written live-aboard certification.

Completing the Application Form

An application for documentation form (CG1258) and instructions for completion can be found in the References for this page. It contains detailed instructions for each section. Keep in mind that the names and method of ownership on your documentation will be determined by that provided as evidence of ownership. The application merely calls for a managing owner's name which must be a party to the ownership.

Submitting The Application

Now that you have completed the application and other required forms, it is time to bundle everything up for transmittal to the National Vessel Documentation Center (NVDC). For this purpose, you should attach a cover sheet with your contact information, a list of your submissions and your method of payment. A fee schedule can be found on the documentation center's website along with a credit card payment form. This can also be found on the documentation center's website or you can choose to mail a check. The NVDC will now accept copies of all executed instruments, forms, and other items including a builder's certification. This means that in addition to regular mail or courier, you have the option of sending all items by email with no need to follow up by mailing the originals. Further guidelines for electronic filings can be found in the NVDC website.

Monitoring the Progress

Processing time can be a matter of weeks depending on the documentation center's pending backlog, the type of submissions, and whether any filing deficiencies have occurred. You can take comfort in the fact that a time and date stamp is placed on all of your recordable instruments immediately upon receipt by the documentation center. This ensures their rank and priority on the abstract of title, even though not actually recorded until a later date. In monitoring the progress of your transmittal you should first confirm that your items were actually received. You can do this and also get a sense of the overall time it will take to complete the processing by visiting the status check link in the NVDC website. You may also contact a documentation officer by telephone or email at any time if you have any concerns about the status of your application. If you receive a filing deficiency notification, everything goes back to the bottom of the queue until resolved. When your recording has been finalized, the documentation center will mail a new certificate of documentation to the address shown on your application.

Conclusion

When it comes to doing this yourself, it may seem like a lot to absorb. However, these subjects cover a wide range of circumstances where only a few will likely apply to your endeavor. The alternative lies in spending hundreds of extra dollars for professional assistance. These guidelines are provided as a supplement those presented on the National Vessel Documentation Center's website. As such, they are subject to change without notice and may be incomplete. You should contact a documentation officer about any such concerns.


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