Ownership changes for documented vessels involve more than just handing over keys or signing a bill of sale. To ensure that these changes are legally recognized by the United States Coast Guard (USCG), a specific form must be completed: CG 1258. This form is used for the official Transfer/Exchange of Certificate of Documentation, and it plays a key role in maintaining accurate, updated federal vessel records.
At the National Documentation Portal, we provide an easy and secure way to locate, complete, and submit this form. In addition, our platform is built to guide users through every step of this process, removing much of the confusion that can come with federal documentation.
Whether you’re transferring ownership entirely or modifying the ownership group by adding or removing individuals or entities, this form can ensure your changes are legally recognized at the federal level.
Eligibility and Circumstances for CG 1258 Submission
This form is used when a documented vessel is being transferred in whole or in part to another party. This can include the complete sale of the vessel, the addition of a new co-owner, or the removal of an existing owner from the documentation record.
It’s a form that is only applicable to vessels that are currently documented with the USCG. If a vessel is not documented—or if its documentation has expired and not yet been reinstated—this form would not be the right starting point. For those scenarios, we provide services to apply for initial documentation or reinstate expired documentation as needed.
The person submitting this form must have legal authority to do so. Typically, this means the vessel’s current managing owner or an authorized agent must initiate the process. If the vessel is held under a corporate or LLC structure, proper legal documents must accompany the form to confirm that the signatory has the right to execute the transaction on behalf of the entity.
Common scenarios for using this form include:
- Selling a documented vessel to another individual or business
- Transferring the vessel from personal ownership to a company (or vice versa)
- Adding a spouse or business partner as co-owner
- Removing a deceased owner’s name from the documentation
- Reorganizing ownership percentages within an existing group of owners
These are all actions that require recognition and approval from the Coast Guard, and this form is how you get that process underway.
Legal Roles and Federal Documentation Functions
While a bill of sale is often used during private transactions to indicate that ownership has changed, it doesn’t complete the necessary federal requirements for a documented vessel. This form is the Coast Guard’s official tool for making those changes in documentation records.
The bill of sale may be submitted as supporting documentation when filing thisform, particularly if it details the transfer of ownership. However, the form itself is what legally updates the vessel’s documentation status with the federal government.
The difference between the two lies in their function:
- A bill of sale is a private agreement that outlines the terms of the sale or transfer for undocumented vessels.
- CG 1258 is the federal form that makes the transfer of a documented vessel official in the eyes of the USCG.
Without submitting this form, the sale of a documented vessel is incomplete from a federal standpoint. Even if money changes hands and a bill of sale is signed, the Coast Guard will still recognize the original owner unless the CG 1258 is submitted and processed.
At the National Documentation Portal, we help bridge this gap. Also, we make this form easily accessible, provide a guided online submission process, and ensure that your form is completed correctly the first time.
A Streamlined Submission Process With Step-by-Step Support
Our platform is designed to reduce paperwork errors, clarify legal terms, and help you complete the transfer or exchange quickly. Moreover, through our secure portal, users can access the most up-to-date version of this form, fill it out digitally, and submit it online.
The form will ask for:
- The vessel’s current Official Number
- The name of the vessel
- Names and contact details of the current and new owners
- The nature of the transaction (sale, inheritance, addition/removal of owner, etc.)
- Signature and authorization of the parties involved
In many cases, additional documents may be required, such as:
- A copy of the bill of sale or similar legal agreement
- Corporate resolutions or powers of attorney, if acting on behalf of a business
- Evidence of citizenship or eligibility to own a documented vessel
If any supporting documentation is necessary, the “document upload” portion of our system alerts you and provides an easy way to upload those files as part of your submission.
Our document processors can go over your form, checking for any typos. That way, we can reduce the risk of delays from omissions or incorrect information. Therefore, that’s one of the reasons vessel owners and brokers prefer to work with us—we simplify what is often a multi-step and detail-heavy federal process.
Avoiding Delays and Ensuring Proper Federal Records
Once submitted, this form becomes part of the vessel’s official documentation record. Any inaccuracies—such as incorrect owner names, missing signatures, or an improperly stated ownership percentage—can lead to delays or rejection from the Coast Guard.
Using our site ensures that you’re guided through a clean, mistake-resistant process. We eliminate handwritten forms, hard-to-read entries, and guesswork. Also, our online system automatically prompts users to fill out all necessary fields and provides explanations where needed, reducing the likelihood of missed information.
Getting the details right is especially important if your vessel is used for commercial activity. Documentation inaccuracies can affect your ability to operate legally, secure marine financing, or even re-enter U.S. waters from abroad. That’s why we’ve built our portal to prioritize accuracy and clarity at every step.
Helpful Information to Have on Hand As You Complete This Form
Before starting the CG 1258 form, you’ll want to gather all relevant documents and details to make the process easier. These may include:
- The vessel’s Official Number and name
- Ownership documentation (title, bill of sale, company registration)
- Any required notarized signatures
- Information about the new owner(s), including legal names and addresses
- Documentation of U.S. citizenship if required
What Our Portal Can Provide for CG 1258 Filing
Submitting the CG 1258 form through the National Documentation Portal ensures a fast, reliable, and simplified process. Our system links vessel owners to correct federal forms, offers guidance, and provides secure tools for ownership changes.
We assist with full transfers, ownership updates, or record adjustments, ensuring everything complies with Coast Guard requirements. See how we can help you today.