Suggested ship’s papers

To collect and assemble the necessary paperwork, we provide to our clients the accompanying alphabetical list comprised of the most common documents they are likely to have or will need to have aboard:

  • Bicycle/scooter registration 
  • Bill of sale (showing proof of ownership)
  • Birth certificate (copy notarized for each crewmember)
  • Builder’s certificate (construction of vessel)
  • Captain’s authorization letter (if someone other than owner is operating the vessel)
  • Captain’s license (if you have one)
  • U.S. Coast Guard Auxiliary diploma (inspection sticker)
  • U.S. Coast Guard Auxiliary inspection (list of items to have on board and locations)
  • Country cruising permits (e.g., U.S. cruising import for non-U.S.-flagged vessels, Mexico Temporary Import Permit and related Zarpes for clearing in/out)
  • Dinghy and outboard registration and bill of sale (state registration)
  • Documentation number (e.g., USCG ID number) 
  • Driver’s license from home state (color photocopy) and international driver’s license
  • Duty (entry summary papers, proof of duty paid status if imported)
  • Emergency contact names (friends and family)
  • Entity ownership papers (LLC, family trust, proof of how vessel is titled)
  • EPIRB registration 
  • EPIRB broadcast permit
  • FCC call sign
  • Fishing license (one for each person on board in the states, countries you intend to fish)
  • Float plan form (USCG downloadable)
  • Gun permit (proper weapons and ammunition certificates)
  • Haul-out sling location photos for future yard visit
  • Homeland Security clearing decals (like Nexus for U.S./Canada border crossing)
  • Hull identification number (a rubbing of your HIN and a reminder where your hidden one is located) 
  • Hull specifications (details of your boat and equipment summarized)
  • Insurance binder and agent contact information
  • Inventory (model and serial number for all “expensive” gear)
  • Life raft details (including next service date)
  • Manufacturer’s certificate and/or statement of origin
  • Medical paperwork (e.g., doctor approval for carrying prescription medicines, summary of any medical conditions)
  • MMSI certificate and MMSI number
  • Mortgage (copy of ship’s preferred mortgage/boat loan, if applicable)
  • Passports (color photocopy for each crewmember) and Declaration of Citizenship
  • Performance card (rpm, speed, fuel burn, range, etc.)
  • Pet certificate (veterinarian approval, shots current, etc.)
  • Proof of purchase (invoices to support bill of sale, invoices for extra gear like tender, electronics, etc.) 
  • Propeller inspection record data
  • Safe boating course diploma (you can take a test online for this)
  • Safety gear location and briefing for your crew
  • Satellite TV/music equipment serial numbers and subscription information
  • Ship radio station operator’s license
  • Survey (copy of the hull survey report and diesel inspection survey)
  • Towing service contract (Tow BoatUS, Vessel Assist, Sea Tow, etc.)
  • USCG safety requirements (what is needed and locations) 
  • Visas (if required for entry to arriving countries)
  • Waste management plan (to satisfy Coast Guard requirement)