Blank Cg 1258 PDF Template

1. What is Form CG-1258 used for?

   Form CG-1258 is utilized for applying for the initial issue, exchange, or replacement of a Certificate of Documentation; or for the redocumentation of vessels by the United States Coast Guard. This form serves various purposes including, but not limited to, changing the vessel's name, updating owner information, and modifying the vessel's hailing port.

2. Who can be the managing owner on the Form CG-1258?

   The managing owner listed on Form CG-1258 must be an owner or part-owner of the vessel. This can include individuals, corporations, trusts, partnerships, or limited liability companies (LLCs) managing the vessel. Each entity type has specific requirements regarding citizenship and the structure of ownership.

3. Is a Social Security Number (SSN) or Tax Identification Number (TIN) required when filling out Form CG-1258?

   Yes, providing a SSN or TIN is mandatory for the managing owner of the vessel. This requirement helps in the identification of the legal owner and the proper management of vessel documentation and correspondence.

4. What happens if information about the vessel's build is unknown?

   If the information regarding the place and year of the vessel's build, hull material, approximate length, and previous names or numbers is unknown, applicants are encouraged to indicate this on the form. Sufficient detail should be provided wherever possible to aid in the documentation process.

5. Can multiple vessels be covered in a single Form CG-1258 application?

   Yes, Form CG-1258 allows for multiple vessels to be covered under a single application. Applicants should click the provided icon to attach a list of additional vessels, along with relevant data for each vessel.

6. How to indicate the primary service of the vessel on Form CG-1258?

   Applicants must select one primary service for the vessel, such as recreational, commercial fishing, passenger, or any other specified use, and include the vessel’s horsepower. This choice dictates the activity for which the vessel is primarily used and documented.

7. What are the citizenship requirements for owning a documented vessel?

   The vessel must be owned by a U.S. citizen eligible for the endorsement(s) sought. Form CG-1258 contains sections to specify the type of ownership entity and to confirm that all owners meet the citizenship requirements according to U.S. Code and regulations.

8. What endorsements can be indicated on Form CG-1258?

   Various endorsements can be selected on Form CG-1258, such as fishery, coastwise, registry, and recreational. The selected endorsements determine the activities for which the vessel is legally documented to engage.

9. What is necessary for a vessel to change its name or hailing port?

   To change a vessel's name or hailing port, the specific changes must be indicated on Form CG-1258, with the new name or hailing port provided. Changes to a vessel's name or hailing port require approval from the National Vessel Documentation Center (NVDC).

10. How are false statements on Form CG-1258 penalized?

    Making false statements or representations on Form CG-1258 can result in severe penalties, including civil monetary penalties, vessel forfeiture, and fines, or imprisonment. The law aims to ensure the accuracy and truthfulness of documentation provided to the USCG.

When completing the CG-1258 form, applicants often encounter areas where errors can easily be made. It's crucial to approach this document with attention to detail to avoid common pitfalls that could delay the process or impact the application's success. Here are nine mistakes to watch out for:

1. Not double-checking the vessel's name: Ensure the vessel name is exactly as you wish it to appear, using only standard Alpha and Numeric Characters. If changing the name, remember to include the old name in parentheses.
2. Omitting the Official Number for non-initial issues: Except when applying for the initial issue, the vessel's Official Number awarded by the Coast Guard must be included. Failure to do so could invalidate the application.
3. Inaccurate Hull Identification Number (HIN): The HIN must be correctly listed as assigned in accordance with 33 CFR 81. An incorrect HIN can lead to misidentification of the vessel.
4. Leaving the IMO Number blank when applicable: If your vessel has an International Maritime Organization Number, it must be included. This number is crucial for international identification and tracking.
5. Incorrect or incomplete Hailing Port information: The name of the hailing port, including the state, must be precise and reflect the official markings on the vessel. Remember, abbreviations commonly used like ‘NY, NY’ are acceptable.
6. Forgetting managing owner details: The full legal name, email address, telephone number, and, importantly, the Social Security Number (SSN) or Tax Identification Number (TIN) of the managing owner are all required fields. Only an owner or part-owner can serve as the managing owner, and this distinction is crucial for the documentation process.
7. Mailing versus Physical Address mismatch: If the physical address of the managing owner differs from the mailing address, both must be entered correctly. This ensures the Coast Guard can contact the managing owner as necessary.
8. Not specifying the purpose of application correctly: The form requires marking the specific purpose of the application from the available options. This step is critical as it guides the processing and determines the necessary documentation.
9. Failing to check the citizenship box of the vessel's owner: The citizenship of the owner must match the requirements for the type of documentation being sought (as outlined in 46 CFR Subpart C). This detail confirms eligibility for documentation.

These mistakes, while may seem minor, have significant impacts on the success and efficiency of the vessel documentation process. Ensuring accuracy, completeness, and authenticity in every section of the CG-1258 form is paramount. By avoiding these common errors, vessel owners can experience a smoother documentation process, aligning with both their legal obligations and operational needs.

When submitting the CG-1258 form for vessel documentation, it is often necessary to include additional forms and documents to ensure the application is complete and complies with the U.S. Coast Guard's requirements. These supplementary documents play a crucial role in validating the information provided in the CG-1258 form, attesting to the ownership and eligibility of the vessel for documentation.

• Bill of Sale (CG-1340): This form serves as evidence of the transfer of ownership of a vessel. It details the transaction between the seller and the buyer, providing the Coast Guard with the information necessary to record the new ownership.
• Application for Simplified Measurement (CG-5397): Required for vessels whose owners opt for simplified measurement to determine tonnage. This document is essential for vessels under construction or for owners who wish to re-measure their vessel under the simplified measurement system.
• Builder's Certification and First Transfer of Title (CG-1261): This form is used when a vessel is newly constructed and being documented for the first time. It certifies that the vessel was built by the named builder and documents the first transfer of its title from the builder to another entity.
• Satisfaction of Mortgage (CG-966): If there was a mortgage recorded against the vessel, this document proves that the mortgage has been paid in full and that the lien on the vessel has been released. This is crucial for clear title transfer and documentation processes.

To successfully document a vessel with the U.S. Coast Guard, applicants must accurately complete and submit the CG-1258 form alongside any relevant supporting documents. Such thorough documentation helps in establishing the vessel's eligibility and ensuring compliance with maritime regulations. Understanding each document's specific role and requirement can expedite the documentation process, making it smoother for vessel owners.

• The Application for Federal Employment (SF-171) is similar to the CG-1258 form because both require detailed personal and eligibility information from the applicant, including citizenship and identification numbers (SSN or TIN).

• Boat Registration/Title Application shares similarities with the CG-1258 form as both involve registering a vessel, providing details about the vessel (e.g., hull ID, name, type), and ownership information.

• An Aircraft Registration Application (AC Form 8050-1) similarly requires the entering of the craft’s identifying details, owner’s citizenship, and contact information, much like the CG-1258 form does for vessels.

• The Trademark Application is akin to the CG-1258 form in that both involve the submission of ownership details, an identification number (in the case of businesses, this can be a TIN or SSN), and the desire to register or re-register a name or trademark, whether it’s for a vessel or a business service/product.

• Application for U.S. Passport (DS-11) has parallels with the CG-1258 due to its requirement for detailed personal information, citizenship verification, and identification numbers, despite serving different ultimate purposes.

• The Commercial Driver’s License (CDL) Application relates to CG-1258 as both necessitate information on the applicant's eligibility, personal identification details, and an affirmation of the correct information under penalty of law.

• Business License Application processes resemble those of the CG-1258 form because they both involve declaring business ownership, providing EIN or SSN, and stating the purpose of the application, albeit for different types of endorsements or operational permissions.

• An Application for a Social Security Card (SS-5) shares commonalities with the CG-1258 form through the need for personal identification, including SSN or TIN, citizenship status, and providing true information under penalty of perjury.

When filling out the CG-1258 form for the documentation of vessels, individuals must proceed with caution and thoroughness to ensure that all information is accurate and compliant with the guidelines provided by the United States Coast Guard. Below are the recommended dos and don'ts to be considered during the process.

• Provide accurate information: Ensure all details, including vessel name, official number, hull identification number, and other pertinent information, are correct and up to date.
• Check the citizenship box appropriately: Confirm the citizenship status of the owner(s) as it is crucial for the eligibility of the endorsement(s) sought.
• Include all required attachments: If your application covers multiple vessels, owners, or other variables that require additional documentation, make sure to include all necessary attachments.
• Select the correct purpose of application: Clearly indicate the reason for your application, whether it’s for an initial issue, exchange, replacement, or reinstatement of the certificate of documentation.
• Complete the certification section accurately: Understand and attest to the certification statements truthfully to avoid legal consequences.
• Fulfill the citizenship requirements: Ensure that all owners meet the citizenship criteria necessary for documentation.
• Sign and date the form: An unsigned or undated form can lead to delays or rejection.

• Leave mandatory fields blank: Every required section must be completed to avoid processing delays.
• Use non-standard characters in the vessel name: Stick to standard Alpha and Numeric characters to ensure the name appears correctly on the Certificate of Documentation.
• Forget the Privacy Act Statement: Review the Privacy Act Statement to understand how your information will be used and protected.
• Ignore the application fees are non-refundable statement: Remember that you will not be reimbursed for the application fee, even if the documentation is denied.
• Overlook the need for supporting documentation: Additional documents, such as proof of citizenship for owners or a Certificate of Compliance for corporations, are vital.
• Misrepresent information: False statements can lead to severe penalties, including civil liabilities, fines, or imprisonment.
• Forget to check eligibility for endorsements: Ensure the vessel and its ownership are eligible for the endorsements sought according to the guidelines.

There are several misconceptions about the Form CG-1258, Application for Initial, Exchange, or Replacement of Certificate of Documentation; Redocumentation. Understanding these can help applicants avoid common pitfalls and streamline their submission process.

• Misconception 1: The form is only for new vessel documentation.

  Truth: Form CG-1258 serves multiple purposes beyond just initial documentation. It can be used for the exchange of a Certificate of Documentation, replacement of lost or damaged certificates, reinstatement following failure to renew, and return to documentation following deletion.

• Misconception 2: Any vessel name can be used without restrictions.

  Truth: Only standard Alpha and Numeric characters are allowed in the vessel name as it appears on the Certificate of Documentation. Special characters or symbols are not permitted.

• Misconception 3: Citizenship of the vessel owner is not crucial.

  Truth: A vessel must be owned by a U.S. citizen eligible for the endorsement(s) sought. Form CG-1258 requires detailed information on the citizenship of the owner(s) to establish eligibility for documentation.

• Misconception 4: The form can be submitted without the managing owner’s Tax Identification Number (TIN) or Social Security Number (SSN).

  Truth: The SSN or TIN of the managing owner is required. Failure to provide this information can result in the denial of the application.

• Misconception 5: The physical address of the managing owner is optional.

  Truth: Providing both the physical (if different from the mailing address) and mailing addresses of the managing owner is mandatory as per the instructions on the form.

• Misconception 6: The process of changing the vessel’s name is simple and requires no special notation on the form.

  Truth: If applying to change the vessel's name, the old name must be inserted in parentheses next to the new name on the form. This is essential for accurately processing the change request.

Correctly understanding and following the instructions for completing Form CG-1258 is essential for the successful documentation or redocumentation of vessels. Applicants should carefully review all requirements to ensure compliance and avoid unnecessary delays.

Filling out the CG-1258 form is essential for individuals seeking documentation for their vessel through the U.S. Coast Guard. Understanding the key aspects of this form ensures compliance and helps streamline the application process. Here are six key takeaways:

• Accurate Vessel Information: The name of the vessel, along with any previous names if you're applying for a change, must be clearly stated using standard Alpha and Numeric characters. Notably, the form allows for the inclusion of multiple vessels and additional owners if necessary.
• Owner Identification: The managing owner's legal name, contact information, and either Social Security Number (SSN) or Tax Identification Number (TIN) are required. This section underscores the importance of providing accurate details to facilitate smooth communication with the Coast Guard.
• Hull and Official Identifiers: Properly include the Hull Identification Number (HIN) and, if applicable, the International Maritime Organization Number (IMO). If the vessel has an official number assigned by the Coast Guard, it should be noted unless it’s an initial issue application.
• Documentation Purpose and Type: Clearly identify the purpose of your application, such as initial documentation, exchange, or replacement. Additionally, specify the type of endorsements sought, such as Recreational, Fishery, or Coastwise, which determines the permitted use of the vessel.
• Citizenship and Ownership Structure: Vessels must be owned by U.S. citizens to qualify for documentation. The form requires detailed information about the citizenship of owners and, depending on the ownership structure (e.g., corporation, LLC, partnership), additional specifics regarding control and equity interest.
• Certification and Penalties for False Statements: The form requires certification from the applicant(s) that the information provided is accurate, with a warning about the penalties for false statements. This indicates the seriousness with which the Coast Guard views the accuracy of documentation applications.

Completing the CG-1258 accurately is crucial for all vessel owners seeking documentation. Attention to detail, understanding of the required information, and compliance with Coast Guard requirements will aid in avoiding delays or denials in the vessel documentation process. Always refer to the latest guidance on the U.S. Coast Guard's National Vessel Documentation Center website for the most current information and updates.