USCG documentation vs. state registration, Certificate of Documentation eligibility, required onboard documents, Certificate of Inspection rules, HIN format, and safety equipment tables — everything tested on the captain's license exam.
5 net tons
Minimum size for USCG documentation eligibility
COD
Certificate of Documentation — vessel's federal passport
COI
Certificate of Inspection — required for passengers for hire
Federal documentation and state registration are two distinct systems. Federal documentation supersedes state registration — a documented vessel is not required to display a state number, though some states still collect annual fees. Know which system applies and why.
| Factor | USCG Documentation | State Registration |
|---|---|---|
| Governing authority | Federal — USCG / NVDC (National Vessel Documentation Center) | State — each state's DMV or fish & wildlife agency |
| Eligibility | 5+ net tons, wholly U.S. citizen owned | Any vessel with a motor; some states require all vessels |
| Required display | Vessel name & hailing port on hull; no state number | State number on bow, validation decal within 6 inches |
| Primary document | Certificate of Documentation (COD) — kept aboard | State registration certificate — kept aboard |
| International travel | Required — COD is the vessel's passport | Not accepted as vessel identification in foreign ports |
| Financing / mortgages | Enables preferred ship's mortgage (maritime lien) | No preferred mortgage available — UCC filing only |
| Name protection | Vessel name recorded nationally; duplicates rejected in same hailing port | No name protection — names not tracked federally |
| Which trumps the other | Federal documentation supersedes state registration | Applies only when vessel is NOT federally documented |
The COD is issued by the USCG National Vessel Documentation Center (NVDC) in Falling Waters, WV. It is the federal equivalent of a title + registration in one document and must be carried aboard at all times.
Complete CG-1258 Application
The Application for Initial Issue, Exchange, or Replacement of Certificate of Documentation (CG-1258) is available from the NVDC. Select the appropriate endorsement: recreational, fishery, coastwise, registry, or combination.
Assemble Required Documents
Builder's certificate (new vessel) or deletion letter from prior documentation; evidence of U.S. citizenship for all owners; bill of sale chain showing ownership; title (if state-registered); measurement tonnage (if not already on file with NVDC).
Mark the Vessel
The official number must be permanently marked on an interior structural member (not a removable plate). The number is preceded by 'NO.' and must be at least 3 inches high. The vessel name and hailing port must be displayed on the hull.
Submit and Pay Fees
Submit to NVDC (mail or online portal). Initial documentation fee: $84 for a 5-year term. Renewal: $26 per year. Endorsement changes: $56. Processing typically takes 4–6 weeks; expedited service available.
Required on all vessels built after November 1, 1972. The HIN is a 12-character permanent identifier — like a VIN on a car. Altering, removing, or obscuring a HIN is a federal crime.
Starboard (right) side of the transom, upper right corner. Must be above the waterline and visible without moving anything.
An unexposed interior location — under a fitting, inside a compartment — to survive tampering. Location must be documented by the manufacturer.
| Characters | Field Name | Example | What It Encodes |
|---|---|---|---|
| Characters 1–3 | MIC (Manufacturer ID Code) | ABC | Assigned by USCG to each manufacturer. 'ABC' = a hypothetical builder. |
| Characters 4–8 | Hull Serial Number | 12345 | Unique sequential number assigned by the manufacturer to that specific hull. |
| Characters 9–10 | Month & Year of Certification | A6 | Month as letter (A=Jan … L=Dec) + last digit of model year. 'A6' = January, model year ending in 6. |
| Characters 11–12 | Model Year | 86 | Last two digits of the model year. Combined with chars 9–10 to confirm production year. |
Example full HIN: ABC12345A686 — Manufacturer ABC, hull #12345, certified January, model year 1986.
Documents marked Inspected Vessels are required only for vessels carrying passengers for hire under a COI. All other documents apply broadly. A USCG boarding officer will verify these — missing documents result in violations that can affect your license.
COD required for documented vessels; state registration for all others. Must be aboard and available for inspection at all times.
Must be posted in a conspicuous location. Specifies max passengers, route, manning, and required equipment. Valid for typically 5 years.
The captain's license. Must be aboard while operating. Check expiration — license renewal requires sea service, first aid recertification, and STCW updates if applicable.
Posted in each passenger area. Lists crew assignments for fire, flooding, man overboard, and abandon ship emergencies. Must be current and legible.
Applies to vessels assigned a load line under 46 CFR Subchapter E. The load line mark (Plimsoll mark) on the hull must match the certificate. Exceeding the load line is a serious violation.
Required for any vessel carrying a VHF radio and operating in international waters or foreign ports. In domestic waters only, license not required but recommended. Operator must hold FCC GMDSS or Restricted Radiotelephone Operator Permit.
Records all oil transfers, bilge pump operations, and disposal. Must be maintained for 3 years and available for USCG inspection. Required under MARPOL Annex I / APPS.
Written plan for garbage handling under MARPOL Annex V. Must designate a crew member responsible for implementation. Posted MARPOL garbage placard required on all vessels 26 ft or more.
The COI is the most exam-tested documentation concept for licensed captains. It applies to all inspected vessels — primarily any vessel carrying passengers for hire (T-boats under Subchapter T, small passenger vessels, passenger vessels).
The VSC is a free, voluntary inspection program conducted by trained USCG Auxiliary and U.S. Power Squadrons examiners. It verifies that a recreational vessel meets all federal and state equipment requirements.
Federal requirements for uninspected recreational vessels. Inspected vessels follow the COI — which may require more. These are the minimums the USCG expects on any boat.
| Vessel Length | PFDs | Fire Extinguishers |
|---|---|---|
| Under 16 ft | 1 Type I, II, or III per person | 1 B-I (if enclosed engine compartment) |
| 16 to under 26 ft | 1 Type I, II, or III per person + 1 Type IV throwable | 1 B-I |
| 26 to under 40 ft | 1 Type I, II, or III per person + 1 Type IV throwable | 2 B-I or 1 B-II |
| 40 ft and over | 1 Type I, II, or III per person + 1 Type IV throwable | 3 B-I or 1 B-II + 1 B-I |
B-I = 2.5 lb dry chemical or equivalent. B-II = 10 lb dry chemical or equivalent. Extinguisher must be serviceable and in date.
VDS required on coastal waters, Great Lakes, territorial seas, and rivers/lakes where you can travel more than 2nm from shore.
Vessels operating beyond 3nm offshore should carry Type I or II PFDs — Type III is inadequate for offshore/rough water conditions.
Yes — federal documentation supersedes state registration requirements when a vessel is documented with the USCG. A documented vessel does not need to display a state registration number, though some states still require payment of annual registration fees (not a number plate). The Certificate of Documentation must be kept aboard and is the vessel's primary legal identity. State registration applies only to undocumented vessels.
To be eligible for USCG documentation, a vessel must: (1) measure 5 net tons or more — roughly 25–27 feet of overall length for most monohull recreational vessels, though net tonnage is a volume measure, not a weight; (2) be wholly owned by a U.S. citizen; and (3) not be a public vessel. Ownership by a corporation requires all shareholders to be U.S. citizens. Vessels under 5 net tons cannot be documented and must use state registration.
A Certificate of Inspection (COI) is issued by the USCG after a formal inspection and is required for all inspected vessels — primarily any vessel carrying passengers for hire. For a licensed captain, this means passenger vessels (T-boats), small passenger vessels, and vessels on routes requiring inspection. The COI specifies the maximum number of passengers, route limitations (ocean, coastwise, inland, etc.), required safety equipment, manning requirements, and expiration date. An inspected vessel operating without a valid COI is in violation and the captain may lose their license.
A Hull Identification Number (HIN) is a 12-character alphanumeric serial number assigned to every vessel manufactured after November 1, 1972. It is permanently affixed in two locations: (1) the primary location is on the starboard side of the transom at the upper right corner, and (2) a duplicate is in an unexposed location (typically under a fitting or inside a compartment) to survive tampering. The HIN encodes the manufacturer's identification code (first 3 characters), the hull serial number (next 5 characters), and the date of manufacture (last 4 characters). The HIN must never be removed, altered, or obscured.
State registration numbers must be displayed on each side of the forward half of the vessel — typically on the bow. The number must be painted or permanently attached, read from left to right, and be in plain block characters no less than 3 inches high. The number must contrast with the background color of the hull. The validation decal (current year sticker) must be affixed within 6 inches of the registration number. Documented vessels display the vessel name and hailing port on the hull instead of a state number.
For an inspected passenger vessel (T-boat), the captain must keep aboard: (1) Certificate of Inspection (COI) — posted in a conspicuous location; (2) Certificate of Documentation (COD) or state registration; (3) the captain's own USCG Merchant Mariner Credential (MMC); (4) Muster list (emergency station bill) — posted in each passenger area; (5) Load line certificate if the vessel is load-line assigned; (6) FCC Ship Station License for vessels carrying VHF radio; and (7) Oil Record Book if applicable. The COI and muster list must be posted — not just available — and USCG inspectors verify both during boardings.
The Vessel Safety Check (VSC) is a free, voluntary inspection conducted by trained USCG Auxiliary or U.S. Power Squadrons examiners. It verifies that a recreational vessel meets all required safety equipment standards: registration, required PFDs, fire extinguishers, visual distress signals, sound-producing devices, navigation lights, ventilation, and EPIRB/PLB if applicable. Vessels that pass receive a VSC decal for the current year. The VSC does not confer any legal status, but a current VSC decal is sometimes viewed favorably in the event of a USCG boarding.
A preferred ship's mortgage is a maritime lien on a USCG-documented vessel that gives the lender priority over most other claims against the vessel. This is only available on documented vessels — state-registered vessels cannot have a preferred ship's mortgage. Lenders prefer documented vessels because the federal lien is nationally recognized, enforceable in admiralty court, and provides clear title through the NVDC's recorded ownership chain. This is one of the primary commercial reasons owners of eligible vessels choose federal documentation over state registration.
Practice the exact COI, documentation, and equipment questions that appear on the USCG exam. 1,600+ questions with per-topic scoring — find your gaps before the test does.
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