Vessel Documentation & Numbering
Everything a USCG captain license candidate must know about federal vessel documentation, state numbering systems, Hull Identification Numbers, required onboard documents, and the display rules that appear on every exam.
On This Page
- 1. Federal Documentation vs. State Numbering
- 2. The 5-Net-Ton Threshold Explained
- 3. Certificate of Documentation (CG-1270)
- 4. COD Endorsements
- 5. State Numbering Systems
- 6. Numbering Display Rules
- 7. Hull Identification Number (HIN)
- 8. Required Onboard Documents
- 9. Commercial Vessel Certificates
- 10. Ownership, Name & Port Changes
- 11. Undocumented Vessel Requirements
- 12. Exam Tips & High-Yield Facts
- 13. Frequently Asked Questions
1. Federal Documentation vs. State Numbering
The United States operates two parallel but distinct vessel identification systems. Federal documentation is a national registry maintained by the U.S. Coast Guard through its National Vessel Documentation Center (NVDC). State numbering is a state-level program required for motorized vessels not covered by federal documentation. A licensed captain must understand both systems because compliance obligations differ significantly depending on which regime applies to the vessel being operated.
Why Two Systems Exist
Federal vessel documentation predates the republic — American maritime law traces back to the Enrollment and Licensing Act of 1793, which required vessels engaged in coastwise trade to enroll with the federal government. States developed their own registration programs in the twentieth century, primarily to track the growing population of recreational powerboats and to administer fuel-tax revenues. Congress reinforced the two-tier structure through the Federal Boat Safety Act of 1971, which authorized states to establish numbering systems while preserving federal documentation as the authoritative national identity for commercial and larger vessels.
Key Differences at a Glance
| Factor | Federal Documentation | State Numbering |
|---|---|---|
| Administering authority | USCG National Vessel Documentation Center | State agency (e.g., FL Fish & Wildlife, CA DMV) |
| Minimum vessel size | 5 net tons | Any motorized vessel |
| Ownership eligibility | Wholly owned by U.S. citizens | Any owner |
| Hull number on bow | No — name and hailing port instead | Yes — state number on both sides of bow |
| Primary document aboard | Certificate of Documentation (CG-1270) | State registration certificate |
| Renewal period | Annual (12-month COD) | Varies by state — annual or biennial |
| Preferred ship's mortgage | Yes — federally recorded lien | No — state title lien only |
| Required for coastwise trade | Yes — coastwise endorsement mandatory | Not eligible for coastwise trade |
| International recognition | Recognized in foreign ports | Not recognized internationally |
Exam Note
A documented vessel does NOT display a state registration number on the hull. The owner may still owe state fees or taxes, but the state number is replaced entirely by the vessel's name and hailing port. This is a common wrong-answer trap on the USCG exam.
Mutual Exclusivity
A vessel cannot simultaneously display a state registration number and operate as a federally documented vessel. Once documentation is issued, the state number comes off the hull and the COD takes effect as the vessel's legal identity. If documentation lapses and is not renewed, the owner must revert to state registration — including displaying the state number — before operating the vessel.
2. The 5-Net-Ton Threshold Explained
The single most frequently tested fact in this topic area is the 5-net-ton threshold. Candidates must know both what "net tons" means and how to apply the threshold to determine whether documentation is required, optional, or unavailable.
What Is Tonnage?
In vessel documentation law, tonnage is a measure of enclosed volume, not weight. This is called measurement tonnage or "register tonnage." The conversion factor is:
1 ton = 100 cubic feet of enclosed space
This is measurement tonnage — completely different from displacement or weight
Gross Tonnage vs. Net Tonnage
Gross Tonnage (GT)
The total enclosed volume of ALL permanently closed spaces on the vessel — hull, superstructure, deckhouses — measured in units of 100 cubic feet. Gross tonnage sets the ceiling from which deductions are subtracted.
Net Tonnage (NT)
Gross tonnage MINUS deducted spaces: crew quarters, engine room, steering gear space, and certain navigation spaces. Net tonnage represents the vessel's earning or cargo-carrying capacity and is the figure used in documentation law.
The formula simplified: NT = GT − deducted non-earning spaces
Practical Size References
For exam purposes, remember these approximate equivalences:
- A 26–27 ft recreational powerboat ≈ 5 net tons (documentation threshold)
- A 40–45 ft sportfisher or cruiser ≈ 15–20 net tons
- A 65 ft passenger vessel ≈ 25–30 net tons
- A 100 ft motor yacht ≈ 50+ net tons
These are approximations. Actual net tonnage is determined by USCG-approved measurement, not by overall length alone.
When Documentation Is Required
Mandatory Documentation
Vessels of 5 NT or more engaged in coastwise trade, fisheries, or dredging in U.S. navigable waters MUST be federally documented. Operating without documentation in these activities is a federal violation.
Optional Documentation
Vessels of 5 NT or more used purely recreationally or in foreign trade may choose documentation or state registration. Documentation is strongly advantageous for financing and international travel.
Not Eligible
Vessels under 5 NT, or vessels not wholly owned by U.S. citizens, are NOT eligible for federal documentation and must use state numbering.
3. Certificate of Documentation (CG-1270)
The Certificate of Documentation, officially form CG-1270, is the primary federal identity document for a documented vessel. It is issued and maintained by the USCG National Vessel Documentation Center in Falling Waters, West Virginia. Every captain operating a documented vessel must understand what the COD contains, where it must be kept, and when it expires.
What the COD Contains
A Certificate of Documentation includes the following information:
Vessel Name
The official name displayed on the hull
Official Number
A unique 7-digit number permanently assigned to the vessel
Hailing Port
The U.S. city and state chosen by the owner
Hull Type & Rig
Motorized, sailing, etc.
Gross Tonnage
Total enclosed volume in register tons
Net Tonnage
Gross tons minus deducted spaces
LOA / Breadth / Depth
Hull dimensions as measured
Build Year & Country
Country and year of construction
Owner Information
Name and address of all documented owners
Endorsements
The specific trade activities authorized
Preferred Mortgage
Any recorded preferred mortgage on the vessel
Expiration Date
COD is valid for one year from issuance
The Official Number
Every documented vessel is assigned a unique, permanent seven-digit Official Number (ON) by the NVDC. This number is assigned once and follows the vessel for its entire life — it does NOT change when the vessel is sold, renamed, or given a new hailing port. The Official Number must be permanently marked on the vessel's interior structural timber or its equivalent — typically a main beam — in Arabic numerals at least 3 inches high, preceded by the abbreviation "NO."
Example: Official Number Markings
Marked permanently on an interior structural member. Must be at least 3 inches high. Must survive any attempt at removal — cannot be on a removable placard.
Where the COD Must Be Kept
The original Certificate of Documentation must be carried aboard the vessel at all times when the vessel is underway. It may not be kept at home, at the marina office, or with the owner's broker. If a USCG boarding officer requests documentation and the COD is not aboard, the vessel may be cited for violation. A certified copy is not an acceptable substitute for the original aboard the vessel — though keeping a copy ashore as a backup is wise.
Renewal and Expiration
Each COD expires one year from its issue date. The NVDC sends renewal notices to the address on file, but it is the owner's responsibility to renew on time. Key renewal facts:
- The NVDC begins accepting renewals 6 months before expiration
- An expired COD means the vessel is technically undocumented — operating commercially on an expired COD is a federal violation
- Renewal requires confirming owner citizenship and that no material information has changed
- Multi-year "perpetual" documentation is NOT available — annual renewal is mandatory
- The fee as of recent years is $26 for a standard annual renewal (fees subject to change)
Vessel Name and Hailing Port Markings
A documented vessel must display its name and hailing port on the exterior of the hull. Federal regulations under 46 CFR 67.123 specify:
- The vessel's name must appear on both sides of the bow
- On self-propelled vessels, the name must also appear on the stern
- The hailing port must appear on the stern, below the vessel name
- Letters must be in Roman alphabet letters, at least 4 inches high
- Lettering must be in a color contrasting with the hull background
- The name may be in any language but must use Roman letters
Important Distinction
The hailing port is NOT necessarily where the vessel is homeported, docked, or where the owner lives. It is simply a U.S. city and state that the owner designates on the COD application. An owner in Miami could designate Key West as the hailing port, or any other U.S. city and state. The only requirement is that it be a real U.S. city with a state designation.
4. COD Endorsements
The endorsement on a Certificate of Documentation defines exactly what commercial activities the vessel is legally authorized to conduct. Operating a vessel outside the scope of its endorsement is a federal violation and may also void commercial insurance coverage. The USCG exam tests endorsements extensively — candidates must know which endorsements exist, what each authorizes, and which vessels are eligible.
Coastwise Endorsement
Jones ActAuthorizes the vessel to engage in trade — including passengers and cargo — between U.S. ports. Governed by the Jones Act (46 U.S.C. § 55102). The coastwise endorsement is the most restrictive: the vessel must be U.S.-built, U.S.-flagged, and at least 75% U.S.-citizen owned. U.S.-citizen crew requirements apply during coastwise operations.
Typical users: charter fishing vessels, passenger vessels, harbor cruises, water taxis, workboats operating between U.S. ports.
Fisheries Endorsement
Authorizes commercial fishing in U.S. waters, including the Exclusive Economic Zone (EEZ) extending 200 nautical miles offshore. Like the coastwise endorsement, the fisheries endorsement requires a U.S.-built vessel. A vessel without a fisheries endorsement operating commercially in the EEZ is in violation of federal law. The Magnuson-Stevens Fishery Conservation and Management Act reinforces these requirements.
Typical users: commercial fishing vessels, crab boats, shrimp trawlers, long-liners.
Registry Endorsement
Authorizes foreign trade — voyages between U.S. ports and foreign ports. A registry endorsement does NOT authorize coastwise trade or fisheries. The vessel need not be U.S.-built to obtain a registry endorsement, but must be wholly U.S.-citizen owned. Registry is the endorsement most analogous to international ship's papers.
Typical users: offshore supply vessels in international trade, U.S.-owned vessels making foreign port calls.
Recreational Endorsement
Issued for personal pleasure use only. A vessel with a recreational endorsement may NOT be used for any commercial purpose — no charter, no hire, no commercial fishing. This is the most permissive in terms of build-country requirements (foreign-built vessels may receive a recreational endorsement) but the most restrictive in terms of permitted use. The recreational endorsement is chosen primarily for the financing and international travel benefits of documentation.
Typical users: foreign-built motor yachts and sailboats owned by U.S. citizens for personal cruising.
Great Lakes Endorsement
A specialized form of coastwise endorsement limited to trade on the Great Lakes and their connecting and tributary waters. Vessels operating on the Great Lakes under international agreements with Canada may be subject to additional requirements. The eligibility requirements mirror the coastwise endorsement: U.S.-built, U.S.-owned, U.S.-crewed.
Typical users: Great Lakes bulk carriers, ferries, and workboats.
Endorsement Eligibility Summary
| Endorsement | U.S.-Built Required? | U.S.-Owned Required? | Commercial Use? |
|---|---|---|---|
| Coastwise | Yes | Yes (75%+) | Yes |
| Fisheries | Yes | Yes | Yes (fishing only) |
| Registry | No | Yes | Yes (foreign trade only) |
| Recreational | No | Yes | No |
| Great Lakes | Yes | Yes | Yes (Great Lakes only) |
5. State Numbering Systems
Every state operates a vessel numbering program that covers motorized vessels not federally documented. The Federal Boat Safety Act of 1971 requires states to maintain numbering systems that meet minimum federal standards, which are codified in 33 CFR Part 174. This creates a baseline of uniformity across all 50 states while allowing minor variations in fee structure, decal placement, and renewal timing.
Standard Number Format
The federally mandated format for state registration numbers is:
FL 1234 AB
FL
2-letter state abbreviation
1234
1–4 digit number
AB
2-letter suffix
The state abbreviation identifies which state issued the registration. Numbers within each state are assigned sequentially. The letter suffix further distinguishes vessels within a state's numbering sequence. Spaces or hyphens must separate the state letters, the number group, and the letter suffix.
What Vessels Require State Numbers
All of the following generally require state numbering:
- Any motorized vessel (regardless of size) operated on public waterways and NOT federally documented
- Sailboats with auxiliary engines in most states
- Personal watercraft (PWC) such as jet skis and waverunners
- Documented vessels operating on certain inland waters may still require state registration in some states (for fee purposes only — not for displaying a number)
What Vessels Are Exempt
- Federally documented vessels (exempt from displaying the state number on the hull)
- Non-motorized vessels (rowboats, canoes, kayaks without motors) in most states
- Vessels already numbered by another state if temporarily visiting
- Vessels owned by the U.S. government
- Ship's lifeboats
Validation Decals
Every state issues a validation decal (sticker) along with the registration number. The decal confirms that the current year's registration fee has been paid and the registration is current. Decals must be affixed within 6 inches of the state registration number on the bow. Most states specify which side (port or starboard) for the decal, or place decals on both sides. An expired decal is treated the same as an expired registration.
6. Numbering Display Rules
State registration numbers must be displayed in a specific manner prescribed by 33 CFR Part 174. The USCG exam tests these exact specifications — candidates frequently miss questions because they remember the content of the rule but not the specific dimension. Learn these numbers cold.
3 in
Minimum Letter Height
Block letters at least 3 inches high. Cursive, script, or stylized fonts are not permitted.
Both Sides
Port and Starboard Bow
The number must appear on both sides of the bow, readable from either side of the vessel.
Forward
Placement on Bow
Forward of the amidships point. On most vessels this means on the forward hull or bow section, not on the cabin or transom.
Contrast
Color Requirement
Letters must be in a color that contrasts with the hull. Dark letters on a dark hull are not compliant even if readable.
6 in
Decal Proximity
The validation decal must be within 6 inches of the registration number.
Permanent
Affixation Method
Numbers must be permanently attached — painted, applied vinyl, or otherwise secured so they cannot be easily removed.
What Is NOT Permitted
- Numbers on the underside of a flared bow (not visible from the side)
- Numbers on a removable swim platform or removable bow pulpit
- Numbers displayed only on the transom
- Cursive or script lettering
- Letters and numbers that do not contrast with the hull
- Numbers placed aft of amidships
- Numbers covered or partially obscured by canvas, fenders, or equipment
Documented Vessel Name & Hailing Port — Contrast with State Numbers
For comparison, documented vessels must mark their name and hailing port in Roman letters at least 4 inches high(one inch taller than state registration numbers) in a contrasting color. This distinction is exam-tested. Remember: documented vessels use 4-inch letters for the vessel name; state-numbered vessels use 3-inch block lettersfor the registration number.
| Marking Type | Minimum Height | Location | Style |
|---|---|---|---|
| State registration number | 3 inches | Both sides of bow, forward of amidships | Block letters, contrasting color |
| Documented vessel name (bow) | 4 inches | Both sides of bow | Roman letters, contrasting color |
| Documented vessel name (stern) | 4 inches | Stern of vessel | Roman letters, contrasting color |
| Hailing port | 4 inches | Stern, below vessel name | Roman letters, contrasting color |
| Official number (interior) | 3 inches | Interior structural member | Arabic numerals, permanent |
7. Hull Identification Number (HIN)
The Hull Identification Number is a federally mandated serial number that every boat manufacturer or importer must assign to all recreational boats manufactured or imported for sale in the United States after November 1, 1972. The HIN requirement is codified at 33 CFR Part 181. It functions like a vehicle identification number (VIN) for boats and is the primary anti-theft identifier for the vessel hull itself — independent of ownership, registration, or documentation.
HIN Format: 12 Characters
Every HIN consists of exactly 12 alphanumeric characters divided into three fields:
Characters 1–3
ABC
Manufacturer Identification Code (MIC) assigned by USCG to the builder
Characters 4–8
12345
Hull serial number assigned by manufacturer — unique within each MIC
Characters 9–12
M82B
Date code — encodes month and year of manufacture or model year
Date Codes: Two Formats
The last four characters of the HIN use one of two date-coding systems. Both are tested on the exam:
Format 1 — Straight Date (pre-1984)
Characters 9–10: Month of manufacture (01–12 or letters A–L)
Characters 11–12: Year of manufacture (last 2 digits)
Example: M082 = manufactured in August 1982. Some manufacturers used letters A=Jan, B=Feb, etc.
Format 2 — Model Year (post-1984)
Character 9: Letter A–L indicating month of model year (A=Aug, B=Sep, etc. based on model year start of August)
Characters 10–11: 2-digit model year
Character 12: Letter indicating model year suffix
Under the model-year format, the model year begins in August. A letter A in position 9 indicates the boat was built in August of the preceding calendar year for the model year shown in positions 10–11.
HIN Location Requirements
The regulations at 33 CFR § 181.29 specify exact placement requirements:
Must be permanently affixed on the starboard side of the transom, at the uppermost corner, within 2 inches of the top of the transom, gunwale, or hull/deck joint, whichever is lowest. Must be visible from outside the vessel.
A second HIN must be in an unexposed interior location that is not normally visible or accessible from outside the hull. The purpose is to survive attempts to remove or alter the primary HIN. Location is typically under a panel, inside a compartment, or under the deck.
HIN Violations
It is a federal crime under 46 U.S.C. § 12172 to:
- Remove, alter, obscure, falsify, or destroy a HIN
- Possess a vessel knowing that the HIN has been tampered with
- Manufacture a vessel without a HIN or with a false HIN
A captain who discovers that a vessel's HIN appears to have been altered should refuse to operate the vessel and report the issue to the USCG. Operating a vessel with a known altered HIN exposes the operator to federal criminal liability.
Worked Example: Decoding a HIN
HIN: SEA12345H283
- SEA — Manufacturer code for a hypothetical builder "Sea Craft Inc."
- 12345 — Hull serial number, unique to this vessel from this manufacturer
- H2 — Under the model-year format, H = month 8 of model year (March, if model year starts August), 2 = encoded year
- 83 — Model year 1983
Note: Exact decoding of the date suffix depends on the format used by the manufacturer. The exam typically asks you to identify the fields, not to decode the exact date.
8. Required Onboard Documents
A licensed captain is responsible for ensuring the vessel carries all required documents before getting underway. Document requirements vary by vessel type, size, route, and trade. The USCG may board and inspect any vessel at any time; an incomplete document package can result in citation, detention, or civil penalty.
Documents for Federally Documented Vessels
Certificate of Documentation (CG-1270)
The original COD must be aboard at all times when underway. Required for all federally documented vessels, both commercial and recreational. A copy is not sufficient. If the COD has expired, the vessel is technically undocumented.
Certificate of Inspection (COI)
Required for all USCG-inspected vessels (passenger vessels carrying more than 6 passengers for hire, and other inspected vessel classes). The COI specifies the maximum number of passengers, the waters the vessel is authorized to operate on, and the lifesaving and firefighting equipment required. Must be posted in a prominent and accessible location where passengers can read it. The COI is issued following a USCG inspection and is renewed on a schedule set by the USCG for each vessel class.
Stability Letter / Stability Booklet
Required for many commercial vessels, particularly those that carry passengers. The stability letter (for smaller vessels) or full stability booklet (for larger vessels) documents the vessel's stability characteristics, maximum load, and loading restrictions. The captain must be familiar with its contents and must not exceed the authorized load limits. If the vessel has been modified since the stability letter was issued, a new analysis may be required.
Load Line Certificate
Required for vessels of 79 feet or more in length that make international voyages (or domestic voyages in some vessel categories). The load line marks on the hull (the Plimsoll marks) correspond to the maximum permissible draft in various sea and temperature conditions. The Load Line Certificate is issued by an authorized classification society or the USCG and remains in force for up to 5 years, subject to annual surveys.
Official Logbook
Required for certain classes of commercial vessels, including ocean and coastwise steam vessels and certain passenger vessels. The official logbook records voyage information, crew changes, drills, casualties, and other required entries. It is distinct from the captain's personal deck log — the official logbook is a legal document subject to USCG review.
Oil Record Book (Marpol Annex I)
Required for vessels of 400 GT or more. Records all oil transfers, bilge discharges, and oil disposal operations. Must be maintained for 3 years and available for inspection. Failure to maintain an accurate Oil Record Book is a serious federal offense.
Garbage Management Plan & Record Book
Required for vessels 40 feet or more operating in U.S. waters. The Garbage Management Plan describes how the vessel manages and disposes of trash. The Garbage Record Book (required for vessels 400 GT or more) logs all garbage disposal operations. Marpol Annex V prohibits discharge of plastics anywhere at sea.
Documents for State-Registered Vessels
State-registered commercial vessels (typically smaller vessels not subject to USCG inspection) must carry:
- Current state registration certificate (equivalent to COD for documented vessels)
- Proof of current validation decal compliance
- Any applicable USCG permits or exemptions if the vessel carries passengers for hire (uninspected passenger vessel permit)
- Applicable equipment documentation (flare certificates, EPIRB registration, etc.)
9. Commercial Vessel Certificates
Beyond the COD and COI, commercial vessels operating in specific trades or waters may be required to hold additional certificates issued by the USCG, American Bureau of Shipping (ABS), or international bodies. A licensed captain must know which certificates apply to the vessel being commanded and must ensure all certificates are current before sailing.
Certificate of Inspection (COI) — Deeper Look
The COI is the master operational certificate for inspected commercial vessels. It specifies:
| COI Item | What It Means |
|---|---|
| Route | The geographic waters on which the vessel is authorized to operate — e.g., "lakes, bays, and sounds" or "not more than 100 miles offshore" |
| Max passengers | The maximum number of passengers permitted aboard — must never be exceeded |
| Minimum crew | The minimum licensed and unlicensed crew required for the specific operation |
| Required equipment | Specific lifesaving, firefighting, and navigation equipment required to be carried |
| Expiration date | Date by which the vessel must be re-inspected and a new COI issued |
| Freeboard & load line | The authorized minimum freeboard and any load line assignments |
SOLAS Safety Management Certificate
Vessels subject to the International Safety Management (ISM) Code — generally, SOLAS-convention vessels of 500 GT or more making international voyages — must hold a Safety Management Certificate (SMC). The SMC certifies that the vessel's safety management system complies with the ISM Code. It is issued by the flag state or a recognized organization on behalf of the flag state and must be kept aboard. ISM Code requirements are tested on higher-level license exams (Master Oceans) but may appear on 100-ton exam materials.
International Tonnage Certificate
Vessels making international voyages must carry an International Tonnage Certificate (ITC 69), which certifies the vessel's gross and net tonnage as measured under the International Convention on Tonnage Measurement of Ships, 1969. The international tonnage measurement system differs from the U.S. domestic system, so a vessel may have different tonnage figures on its COD and its ITC.
American Bureau of Shipping (ABS) Classification
Classification by ABS or another recognized classification society (DNV, Lloyd's Register, Bureau Veritas) is not required by law for most U.S. domestic vessels, but it is frequently required by marine insurers and lenders as a condition of coverage or financing. A classified vessel holds a Classification Certificate confirming the hull, machinery, and equipment meet the society's standards. Classification must be maintained through periodic surveys.
Uninspected Passenger Vessel (UPV) Operation
Small commercial vessels carrying 6 or fewer passengers for hire are "uninspected passenger vessels" — they do not require a USCG Certificate of Inspection but must:
- Be operated by a licensed USCG captain (OUPV or Master, depending on route and size)
- Carry required USCG safety equipment (PFDs, fire extinguishers, visual distress signals, etc.)
- Comply with applicable navigation rules
- Comply with state registration or documentation requirements
- NOT exceed 6 paying passengers — the 7th passenger converts the vessel to an inspected vessel category
Critical Rule: The 6-Passenger Limit
An uninspected passenger vessel may carry no more than 6 passengers for hire. If the vessel carries 7 or more passengers for compensation, it is required by law to have a Certificate of Inspection. Operating without a COI in this scenario is a federal violation and exposes the captain's license to revocation. This rule is tested on every OUPV exam.
10. Ownership, Name & Port of Documentation Changes
Changes to the information recorded on a Certificate of Documentation must be reported to the NVDC and reflected on a new or amended COD before the vessel operates. Failure to maintain accurate documentation records is a federal violation and can create serious title, insurance, and liability complications.
Change of Ownership
When a documented vessel is sold, the documentation cannot simply be transferred to the new owner. The process requires:
- Bill of Sale: A properly executed USCG Bill of Sale (CG-1340) or equivalent must be executed at the time of transfer. The bill of sale must be notarized or witnessed per applicable requirements and must document the complete chain of title from all current owners to all new owners.
- NVDC Application: The new owner submits an application to the NVDC with the completed bill of sale, proof of U.S. citizenship for all new owners, and the applicable fee.
- New COD Issued: The NVDC issues a new Certificate of Documentation in the new owner's name. The vessel's Official Number remains the same.
- Interim Period: During the period between transfer and issuance of the new COD, the vessel should not operate commercially. A certificate of deletion or an interim document may be available in some circumstances.
If a preferred ship's mortgage is recorded against the vessel, it must be satisfied or the new owner must assume the mortgage as part of the purchase transaction. The NVDC will not issue a clear COD to a new owner while an unsatisfied mortgage encumbrance is recorded.
Name Change Procedure
Changing a documented vessel's name requires:
- Submitting a name change application to the NVDC with the current COD and fee
- Physically removing the old name from the hull (paint over, remove graphics) before displaying the new name
- Displaying the new name only after the NVDC confirms the change and issues an amended COD
- Ensuring the new name meets federal naming rules — no name may be identical or confusingly similar to an existing documented vessel
The NVDC maintains a vessel name database and will reject name applications that conflict with existing documentation. A vessel cannot operate with a name that differs from what appears on its current COD.
Hailing Port Change
An owner may change the hailing port at any time by submitting an application to the NVDC. There is no requirement that the new hailing port have any connection to where the vessel operates or is stored. The change takes effect when the NVDC issues an updated COD reflecting the new hailing port. The owner must then update the lettering on the stern.
Deletion from Documentation
A vessel may be deleted from the federal documentation rolls upon application to the NVDC. Deletion is necessary when:
- The vessel is sold to a non-U.S. citizen and must be reflagged
- The vessel is destroyed, lost, or reduced below 5 net tons
- The owner wishes to register the vessel under a state system instead
- The vessel is being flagged under a foreign registry
A Certificate of Deletion is issued by the NVDC and provides evidence that the vessel is no longer federally documented. This document is often required by foreign registries before they will accept an application from a vessel previously documented under the U.S. flag.
11. Undocumented Vessel Operation Requirements
An "undocumented vessel" in USCG terminology means a vessel that is NOT federally documented — it is registered under a state system. Most recreational boats and many smaller commercial vessels fall into this category. Licensed captains frequently operate undocumented vessels, particularly on charter fishing trips (OUPV holders on smaller vessels) and water taxis. The requirements for undocumented vessels are less involved than for documented vessels but must still be scrupulously followed.
State Registration Currency
The state registration certificate and validation decal must be current. Captains should verify registration expiration before each charter season, not just before each trip. In most states, operating an unregistered vessel is a misdemeanor and the vessel can be cited on the water. USCG boarding officers also cite state registration violations encountered during boardings.
Registration Number Display
As detailed in Section 6, the registration number must be prominently displayed on both sides of the bow in 3-inch block letters in a contrasting color. The validation decal must be within 6 inches of the number. Many USCG violation citations result from improperly displayed or partially obscured registration numbers — common on vessels with flared bows, dive platforms on the bow, or custom canvas work. Check the display before each operating season.
Numbering System When Travelling Between States
A vessel registered in one state may operate in another state for up to 60 days without re-registering in the new state. The vessel must display the registration number from its home state. After 60 consecutive days in a new state, the vessel must be registered in that state. This is relevant for captains who base vessels seasonally in different states.
Commercial Operations on Undocumented Vessels
A state-registered vessel CAN be operated commercially — for example, as an OUPV charter vessel carrying up to 6 passengers for hire — as long as it is not required to be federally documented (i.e., it is under 5 NT or not engaged in federally regulated trade). However, a state-registered vessel:
- Cannot engage in coastwise trade between U.S. ports (requires federal documentation with coastwise endorsement)
- Cannot be mortgaged under a preferred ship's mortgage
- Cannot be recognized in foreign ports as a U.S.-flag vessel
- May be subject to state commercial vessel regulations in addition to USCG requirements
HIN Compliance on Undocumented Vessels
The HIN requirement applies to the vessel hull regardless of whether the vessel is documented or state-registered. Every vessel built after November 1, 1972 must have a valid, unaltered HIN. For state registration, many states require the HIN to be recorded on the registration application and title. If the HIN on a vessel does not match the state title or registration records, the owner must resolve the discrepancy before the vessel can be legally sold or transferred.
12. Exam Tips & High-Yield Facts
Documentation and numbering questions appear on every USCG license exam, from OUPV to Master 100-ton. The following facts are the most commonly tested. If you know these cold, you will answer documentation questions correctly without hesitation.
5 net tons
The minimum size for USCG documentation eligibility. Vessels under 5 NT cannot be documented.
1 ton = 100 cubic feet
Measurement tonnage, not weight. This is the conversion for register tons (GT and NT).
CG-1270
The form number for the Certificate of Documentation. Must be kept aboard the vessel at all times.
COD expires annually
The Certificate of Documentation must be renewed every 12 months. There is no multi-year documentation.
3-inch block letters
State registration numbers must be in block letters at least 3 inches high, in contrasting color.
4-inch Roman letters
Documented vessel names and hailing ports must be in Roman letters at least 4 inches high.
Starboard transom, uppermost corner
Primary HIN location. The duplicate HIN must be in a concealed interior location.
12 characters
Every HIN is exactly 12 alphanumeric characters: 3 MIC + 5 serial + 4 date code.
November 1, 1972
The date after which all boats manufactured or imported for U.S. sale must have a HIN.
6 passengers for hire
The maximum for uninspected passenger vessels. A 7th paying passenger requires a COI.
Official Number — permanent
The 7-digit Official Number is assigned once and never changes, regardless of ownership or name changes.
Coastwise = U.S.-built
Coastwise and fisheries endorsements require a U.S.-built vessel. Registry and recreational do not.
Common Wrong-Answer Traps
Trap: "Documented vessels must display the state number on the hull"
False. Documented vessels display the vessel name and hailing port — NOT a state registration number.
Trap: "Net tonnage is measured in pounds or kilograms"
False. Register tonnage is a volume measure (100 cubic feet = 1 ton), not a weight measure.
Trap: "A foreign-built vessel can receive a coastwise endorsement"
False. Coastwise and fisheries endorsements are limited to U.S.-built vessels. A foreign-built vessel can only receive registry or recreational endorsements.
Trap: "The Official Number changes when the vessel is sold"
False. The Official Number is permanently assigned to the vessel hull and never changes, regardless of ownership, name, or hailing port changes.
Trap: "The hailing port must be where the vessel is homeported"
False. The hailing port is any U.S. city and state chosen by the owner. It has no relation to where the vessel is actually docked or homeported.
Trap: "The HIN appears on the port side of the transom"
False. The primary HIN is on the STARBOARD side of the transom, at the uppermost corner.
13. Frequently Asked Questions
What is the 5-net-ton threshold and how is it calculated?
Five net tons is the minimum enclosed volume a vessel must have to be eligible for USCG federal documentation. One register ton equals 100 cubic feet of enclosed space. Net tonnage is calculated by taking the vessel's gross tonnage (total enclosed volume) and subtracting non-earning spaces such as the engine room, crew quarters, and steering gear compartments. A 26–27 foot recreational powerboat is typically right at the 5 net ton threshold. Vessels under 5 NT cannot be documented and must use state registration. Vessels of 5 NT or more engaged in coastwise trade, fisheries, or dredging are required by law to be federally documented.
What is form CG-1270 and what does it prove?
CG-1270 is the Certificate of Documentation (COD), the primary federal identity document for a documented vessel. It proves the vessel's official name, official number, hailing port, gross and net tonnage, hull dimensions, owner identity, and the endorsement(s) authorizing specific commercial activities. The COD must be kept aboard at all times. It is valid for one year from issuance and must be renewed annually through the National Vessel Documentation Center (NVDC).
What are the exact display rules for state registration numbers?
State registration numbers must appear on both sides of the bow, forward of amidships, in block letters at least 3 inches high, in a color that contrasts with the hull. The format is the two-letter state abbreviation, followed by up to four digits, followed by two letters, with spaces or hyphens separating each group. The current validation decal must be affixed within 6 inches of the registration number. Numbers placed only on the transom, on removable surfaces, or on the underside of a flared bow are not compliant.
Where must the Hull Identification Number (HIN) be located?
The primary HIN must be permanently affixed on the starboard side of the transom, at the uppermost corner, within 2 inches of the top of the transom, gunwale, or hull/deck joint — whichever is lowest. The HIN must be visible from outside the vessel. A duplicate HIN must be placed in a concealed interior location that is not visible or accessible from outside the hull. The HIN is 12 alphanumeric characters. Altering or removing a HIN is a federal crime under 46 U.S.C. § 12172.
What documents must a captain have aboard a commercial inspected vessel?
At a minimum, a commercial inspected documented vessel must carry: (1) the original Certificate of Documentation (CG-1270); (2) the Certificate of Inspection (COI), posted prominently; (3) a Stability Letter or Booklet if required; (4) a Load Line Certificate if operating on international voyages or if otherwise required; (5) an Oil Record Book if 400 GT or more; and (6) a Garbage Management Plan for vessels 40 feet or more. Additional certificates may be required depending on vessel size, route, and applicable international conventions.
How does a captain legally change a documented vessel's name?
To change a documented vessel's name, the owner submits a name change application to the NVDC along with the current Certificate of Documentation and the applicable fee. The old name must be physically removed from the hull before the new name is displayed. The new name takes effect legally only when the NVDC issues an updated COD reflecting the new name. The vessel's Official Number does not change. The new name and hailing port must then be painted or otherwise permanently marked on the hull in Roman letters at least 4 inches high in a contrasting color.
What happens if documentation expires while the vessel is operating commercially?
An expired COD means the vessel is technically undocumented. Operating a vessel commercially on an expired COD is a federal violation under 46 U.S.C. The vessel may not engage in coastwise trade, fisheries, or other documentation-required activities. During a USCG boarding, an officer who discovers an expired COD may cite the owner and operator and may detain the vessel. The NVDC allows renewal up to 6 months before expiration — captains should flag the renewal date and build in lead time to ensure continuity of documentation for the entire operating season.
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