All you need to know about U.S. Coast Guard registration
Issue 64 : Jan/Feb 2009
“What do these numbers mean?” our guest asked while stowing her gear in the forward berth.
“That’s the vessel documentation number.” I answered. Her perplexed expression told me further elaboration was in order. I considered how best to summarize the meaning of the eight-character encryption chiseled into the overhead beam, and settled on the one that was first offered to me many years ago: “Those letters and numbers mean that this boat, wherever she might sail, is a little piece of the United States.”
This simple explanation satisfied her curiosity, and impressed upon her the gravity of this time-honored system of ships’ registry. “Wow!” she said in a voice barely above a whisper, as she ran her fingers over the deeply carved inscription.
Cataloging vessels by name, homeport, and nationality is a practice known commonly as vessel documentation, and is centuries old. Our own national program was established by the 11th Act of the First United States Congress, making it one of the oldest federal laws on the books.
Simply put, vessel documentation is a form of federal boat and ship registration. It provides conclusive evidence of ownership; an unbroken, chronological history of previous ownership; and establishes the nationality of the vessel’s owners. Vessel documentation is practiced by most, if not all, seafaring nations and is therefore recognized and respected by judicial bodies of other countries.
The United States Vessel Documentation Program is administered by the Coast Guard through the National Vessel Documentation Center (NVDC), in Falling Waters, West Virginia. All matters pertaining to the issuance, renewal, and verification of vessel documentation, as well as related questions, should be directed to the center. The center offers an informative and easy-to-use website and can be contacted by writing or calling a toll-free number (see page 76).
Four categories
There are four categories of vessel documentation: Fishery, Coastwise Trade, Registry, and Recreational. Fishery documentation applies to boats engaged in commercial fishing within U.S. territorial waters and certain other areas designated as Exclusive Economic Zones. Coastwise Trade refers to the carriage of passengers and goods between U.S. ports, while Registry documentation is intended for vessels conducting international trade. Recreational documentation covers all pleasure craft, and has recently been expanded to include vessels used for bareboat chartering. Documentation is mandatory for vessels falling into the first three categories, but optional for recreational boats.
Why document a vessel if it isn’t required? The value and importance of a system of federal registry is obvious for commercial vessels, but owners of recreational boats will also realize three significant advantages to participating in the documentation program.
The first advantage is simplified and expedited entry into foreign ports. Customs inspectors, immigration officers, and port captains may find state registration and proof of ownership certificates confusing and even suspicious. Conversely, national documentation is standardized and readily recognized the world over.
The second advantage is legal recognition in foreign and international waters. Property rights to the vessel itself, as well as to property carried aboard, are more clearly defined when the vessel is documented. Disputes arising from accidents are more likely to reach a fair settlement, and accusations of unlawful activity are more easily contested in cases involving documented boats.
Third, documentation represents a great advantage when buying, selling, or financing a boat.
Lenders prefer, and in some cases require, documentation because it provides an unbroken chain of ownership throughout the vessel’s life — clear title, as it is often called. This history of ownership allows the issuance of a Preferred Mortgage. This is a document that holds status as a maritime lien, allowing lenders to legally pursue a financially delinquent mortgagee, even in foreign countries.
Simple and affordable
How do I document my vessel? Establishing recreational documentation is fairly simple and affordable. The first step is to determine that the boat and owners are eligible to participate in the program. The second step is to complete the application and to submit it, along with the correct supporting documents and fees, to the NVDC.
A vessel must measure 5 net tons or more to be eligible for documentation. This value may be established by referencing the builders’ specifications or by working the volumetric formula available from the NVDC by mail or through its website. Typically, sail-boats 26 feet or more in length meet this requirement.
Next, it must be proven that the boat is legally the property of its owners. A builders’ certification form (CG Form 1261) establishes this in the case of a new boat. A certificate of title issued by a state or foreign government is required if the boat was previously owned but not previously documented. If the boat was previously documented, a Coast Guard bill of sale (CG Form 1340) serves as proof of ownership.
Owners must verify that they are U.S. citizens by providing Social Security numbers or other accepted proof of citizenship as established by the NVDC. Partnerships and corporations are considered to be “citizens” if they are registered within the U.S. or if the chief executive and board chair are citizens. Multiple owners must specify a managing owner. This person becomes the point of contact with the NVDC for all matters regarding the vessel.
Application for documentation is made on CG Form 1258. The form, and instructions for completing it, may be obtained by written request from the NVDC or by downloading it from their website. Specific instructions for completing the application vary depending on whether it is intended for first-time documentation, transfer of documentation from a previous owner, or return to documentation from an expired status. It is also important to note that the NVDC will not accept application forms and documents printed on facsimile paper.
Various fees
What does it cost? Fees vary depending upon the type of application. The fee for first-time documentation is $133, while transfers and re-documentation cost $84. Handling fees for documents accompanying the application, such as bills of sale, are currently set at an additional $8 per side of paper, so it would cost $16 for a document printed on both sides. Mortgages are handled for $4 per side. Additional fees, known as endorsements, are required for applications in the fisheries, coastwise, and registry categories, but not for recreational vessels. A schedule of current fees may be viewed on the NVDC website.
Should government red tape be something you choose to avoid, numerous private agencies are ready to handle the documentation process for you. A brief Internet search produced the names of nine such providers, including BoatU.S. All promised quick and easy service, several with online processing options. Fees ranged from $375 to $530 per application.
She’s documented — now what? Once established, vessel documentation must be renewed annually. Presently, there is no charge for renewal unless it involves a change of name or hailing port. Renewal forms are automatically mailed to the owner or managing owner as the expiration date nears.
Documented vessels must be marked in accordance with Coast- Guard regulations. The boat’s name and hailing port become part of its internationally recognized identity and must therefore be appropriately displayed. The Coast Guard sets a 33-character limit on names and prohibits the use of words and phrases it deems to be obscene, profane, racially, or ethnically offensive. Also, words and phrases commonly associated with distress situations, such as “May-day,” are prohibited. Both the vessel’s name and hailing port must be clearly visible on the exterior of the hull, in letters of Latin, Arabic, or Roman style, at least 4 inches in height, and in a color that contrasts with that of the hull color. The hailing port must be spelled out in all capital letters and include the state or territory in which it is located. Abbreviations of the state or territory are acceptable.
Permanently fixed
A documentation number will also be issued. This number must be clearly displayed in characters not less than 3 inches high and permanently affixed to a structural part of the vessel in a manner that would render its alteration or removal apparent. Usually, this identifying mark is engraved into a structural member such as a permanent bulkhead, deck support beam, or the hull itself.
No more state registration fees? Well, not so fast …
Documentation does not necessarily relieve boatowners of the requirements of state registration. Most states require documented vessels that are home-ported, or “residing” within their borders for specified periods of time, to also carry state registration. The state may mandate the display of a decal, but may not require permanently affixed numbers or letters. Similarly, foreign governments often require vessels transiting or residing in their waters to obtain cruising permits, or other temporary registration instruments, and to display associated decals.
To document, or not to document? Should your future sailing plans not include international waters or foreign ports of call, and you love your boat so much you could never even imagine selling her, documentation may represent a redundant and unnecessary expense. On the other hand, if those future sailing plans might involve landfalls beyond our borders or perhaps an eager buyer accompanied by a mortgage broker, current vessel documentation papers should be considered desirable equipment.
Vern Hobbs and his wife, Sally, sail St. Pauli Girl, their 1974 35-foot Bristol cutter, along Florida’s Atlantic coast and the Intracoastal Waterway. Their day jobs pay the rent, but Vern’s work as a local artist specializing in maritime subjects finances the boat projects.
Thank you to Sailrite Enterprises, Inc., for providing free access to back issues of Good Old Boat through intellectual property rights. Sailrite.com
