Essential Onboard Documents Every Vessel Should Have

When owning and operating a vessel, maintaining proper documentation is not only a legal requirement but also critical for smooth sailing, whether in domestic waters or international seas. The U.S. Coast Guard (USCG) and other maritime authorities mandate certain documents be kept on board to confirm your vessel is in compliance with the law, ensuring safety, proper registration, and liability protection. These essential onboard documents help protect vessel owners, crew members, and passengers. Let's take a closer look at the key documents that should always be on board your vessel and the best ways to organize your documents.

Essential Onboard Documents

Certificate of Documentation (COD)

The Certificate of Documentation (COD) is one of the most important legal documents that must be kept on board a vessel if it is documented with the U.S. Coast Guard. This document serves as proof of the vessel's nationality and ownership, establishing that it is a U.S.-flagged vessel. The COD is typically required for vessels involved in interstate commerce or those weighing over five net tons.

Key Points about the COD:

• It is issued by the U.S. Coast Guard (USCG) and must be renewed regularly.

• The document contains essential details about the vessel, including the vessel's name, official number, type, and owner information.

• For international voyages, a COD is often necessary to prove the vessel’s legal status and national affiliation.

Vessel owners must have the COD readily accessible on the vessel during operation. In addition, the document should be kept updated and readily available for inspection by maritime authorities.

Recorded Preferred Marine Mortgage

A Recorded Preferred Marine Mortgage (PMM) is crucial for vessel owners who have taken out a loan on their vessel, and required to be onboard if a vessel is mortgaged. The PMM is filed with the U.S. Coast Guard and recorded in the National Vessel Documentation Center (NVDC), which confirms the lender's interest is officially recognized.

Key Points about PMM:

• It is necessary to register the mortgage to establish the lender’s legal claim to the vessel.

• The PMM must be recorded with the USCG and kept on board to avoid complications during inspections or legal proceedings.

This document should be carefully stored on board, and up-to-date in case the vessel undergoes a change of ownership or financial circumstances.

State Registration

While the Certificate of Documentation (COD) is required for federally documented vessels, some states also require vessels to be registered with local authorities. State Registration is also typically required for smaller vessels that do not qualify for federal documentation or for recreational vessels operating primarily within state waters.

Key Points about State Registration:

• State registration laws vary depending on the state and may differ in requirements based on vessel type and use.

• The registration usually includes details about the vessel and proof of ownership.

• It often includes a number or decal that must be affixed to the vessel, typically near the bow.

• In some cases, you can have both a state registration and a Certificate of Documentation if your vessel meets the criteria.

State registration should be renewed annually, and proof of registration must be kept on board at all times when operating within that state’s waters.

CBP Form 7501: Entry Summary

The CBP 7501 form, or Entry Summary, is required by U.S. Customs and Border Protection (CBP) for vessels entering U.S. ports from international waters. This document provides detailed information about the vessel's cargo and serves as proof that any applicable duties have been paid on the vessel. The CBP 7501 form confirms compliance with U.S. customs regulations and that all required import duties have been settled before the vessel is allowed to enter U.S. waters.

Key Points about CBP 7501:

• It proves that duties on imported goods have been paid, which is necessary for customs clearance.

• This form is filed with CBP and should be kept on board for presentation during customs inspections.

By having the CBP 7501 form available and accurately completed, vessel owners can avoid delays or complications in customs clearance, establishing their vessel is legally permitted to enter and/or re-enter U.S. ports.

Additional Documents to Keep Onboard

While the documents listed above are the most essential, several other documents should be considered for inclusion based on the vessel's use and operational needs:

• Proof of Insurance: A copy of your vessel’s insurance policy to cover liabilities, accidents, and damages.

• Safety Certifications: Required safety equipment certifications, such as life jacket and fire extinguisher certifications.

• Radio Station License: For vessels equipped with a radio, the Federal Communications Commission (FCC) may require a license.

• Dinghy/Jet Ski Registration: If your vessel carries a dinghy or jet ski, you must keep the registration for these smaller craft on board as well. Some states or local jurisdictions may require registration for such vessels.

• Towing Service Membership: A copy of your towing service membership or rescue plan document is important in case of emergency situations. It safeguards that you have access to assistance in the event of a breakdown or other maritime emergencies.

How to Best Organize your Onboard Documents

Keeping your vessel's documents organized is essential for easy access and efficient management, especially during inspections or emergencies. Proper organization not only supports compliance but also saves time and reduces stress when you need to retrieve a specific document quickly. Here are some tips on how to best organize your onboard documents.

Use a Waterproof Binder or Folder

Since marine environments can be unpredictable and potentially damaging to paper documents, it's important to keep them safe from water, moisture, and wear. Invest in a waterproof binder or folder that’s specifically designed for marine use. These binders are durable and can be stored in easily accessible areas, like a cabin drawer or compartment, to keep them organized and protected.

Organize by Category

Group related documents together in separate sections to make retrieval easier. Here are some categories to consider:

• Legal Documents: Keep the Certificate of Documentation (COD), Recorded Preferred Marine Mortgage, and State Registration in one section.

• Customs & Importation Documents: Store your CBP 7501 Entry Summary and other customs-related paperwork in a separate folder.

• Insurance & Safety Certifications: Organize your insurance policy, towing service membership, and safety certification records in another section.

• Equipment Registrations: Place the registrations for your dinghy, jet ski, or other smaller craft in a specific section of your binder.

Label Everything

Clearly label each section or folder within your binder. Labeling not only keeps things organized but helps everyone on board quickly locate what they need without having to flip through every document. For example, a label for “Vessel Registration” or “Insurance” makes it clear what each section contains. Consider using tab dividers for each category to make the documents easier to find.

Keep Digital Copies

While physical copies are necessary, it’s also a good idea to maintain digital copies of all essential documents in case of loss or damage. Store the digital copies in a secure cloud storage system or on a waterproof USB drive that you can easily access when needed. Confirm the digital files are clearly named and organized and keep backup copies for added security.

Regularly Update your Documents

Make sure that your documents are up to date by checking expiration dates for registrations, insurance, and safety certifications. Make a habit of reviewing your documents at least once a year or after any major changes, like a loan or sale of the vessel. Replace expired documents and remove outdated ones from your folder.

Keep Documents Accessible

Organize your documents in a location that’s easily accessible to the vessel’s owner, captain, or anyone who might need to produce them during an inspection. Choose a place that’s not only waterproof but also convenient for quick access without having to search through the vessel.

When navigating the open waters, it’s vital to have all the required documents on board to ensure both legal compliance and smooth operations. The Certificate of Documentation (COD), Recorded Preferred Marine Mortgage, State Registration, and CBP 7501 form are essential documents for every vessel owner. Proper organization of these documents is just as important. By using a waterproof binder, categorizing your documents, labeling them clearly, and keeping digital backups, you can keep your vessel’s paperwork is well-organized, easily accessible, and protected from damage. Regularly check that your documents are up to date, properly filed, and readily available to avoid complications on the water. This organization will help you retrieve documents quickly when needed, allowing you to sail with confidence. Safe travels and happy sailing!