Form CG-1258 is the Coast Guard application used for an initial issue, exchange, replacement, or redocumentation of a Certificate of Documentation.
This application is associated with several significant documentation actions. It is not simply a general-purpose request for information. Its official title identifies the principal situations in which an owner may use it, including an initial Certificate of Documentation, an exchange, a replacement, or redocumentation.
For owners, that broad scope means the same Coast Guard form may be relevant at different points in a vessel’s documented history. The information entered must correspond with the action being requested and with the vessel and ownership information reflected in the supporting records.
The National Documentation E-Portal provides an online place to access the applicable application and enter the requested information. Our service is designed around making the paperwork process more convenient, while the Coast Guard remains responsible for reviewing applications and maintaining federal documentation records.
When the Application Is Used for Initial Documentation
An initial documentation application is used when a vessel is being documented with the Coast Guard for the first time. Federal regulations specifically identify this application in connection with obtaining an official number when initial documentation is requested.
The law states that an owner must submit the application to the Director of the National Vessel Documentation Center when applying for initial documentation or in certain vessel-severance situations, according to 46 CFR § 67.111.
Form CG-1258 and the Official Number
The official number is an important identifier within the federal documentation system. This makes accurate information on the application particularly important when an owner is seeking initial documentation.
Information requested can include details associated with the vessel and its owner, such as:
- Vessel name
- Official number, when one already exists
- Hull identification information
- Hailing port
- Owner information
- Physical and mailing addresses
- Other information required by the application
Our portal provides the electronic environment for entering the information requested by the applicable form. We do not replace the Coast Guard’s role in determining whether an application meets federal requirements.
Using the Application for an Exchange or Replacement
A documented vessel can undergo changes that require an updated federal record. Depending on the circumstances, an exchange application may be used when information associated with the vessel’s Certificate of Documentation changes.
Ownership changes, vessel name changes, and other documentation actions can involve an exchange of the existing certificate for an updated one.
A replacement is different from an ordinary update. It concerns situations in which the existing Certificate of Documentation has been lost, damaged, or otherwise requires replacement. The appropriate application information identifies the action being requested so that the filing can be processed in the proper category.
The National Documentation E-Portal makes the relevant application available online. Our service lets you enter the information electronically rather than relying on a paper-based process to access the form.
Keeping Documentation Information Consistent
Accuracy matters whenever information is submitted for federal vessel documentation. Names, addresses, vessel identifiers, ownership information, and other entries should correspond with the documentation circumstances being reported.
The form CG-1258 may be relevant when:
- A vessel is being documented initially
- An existing certificate is being exchanged
- A certificate needs to be replaced
- A vessel is being redocumented
- A change requires an updated Certificate of Documentation
Our role is to provide an online portal through which the appropriate form can be accessed and completed. We do not make determinations for the Coast Guard, conduct research for customers, or provide services outside the applications and documentation forms available through our portal.
How the E-Portal Makes Form Access More Convenient
Paperwork can become more cumbersome when an owner has to locate individual forms, print them, complete them, and manage physical copies. Our online portal brings the applicable vessel documentation forms together in one electronic environment.
The National Documentation E-Portal is available for completing forms online, which can make the administrative side of a documentation request more convenient. Users can select the applicable service and enter the information requested through the portal.
Our online system is designed to provide:
- Electronic access to vessel documentation applications
- An online format for entering requested information
- Access to multiple Coast Guard documentation forms such as Preferred Mortgage ones
- A convenient alternative to handling forms entirely on paper
- A centralized online environment for documentation-related applications
The portal does not alter the Coast Guard’s requirements. Instead, it provides an electronic way to complete the information associated with the services available through our site.
Other Documentation Actions Available Through Our Portal
Our portal also includes a vessel documentation search service among its available online options. The search function is separate from completing an application, so the service selected should correspond with the specific task you need to perform. We keep these options organized within the portal to make access to documentation-related forms and services more straightforward.
The application is one part of a broader collection of vessel documentation forms available through our online portal. Different circumstances call for different applications, so selecting the service that corresponds with the requested action is important.
Our available documentation services include:
- Initial vessel documentation
- Transfer and exchange applications
- Replacement of a Certificate of Documentation
- Reinstatement of documentation
- Change of vessel name or hailing port
- Change of endorsement/trade indicator
- Renewal of a Certificate of Documentation
- Change of address requests
- Certified copies of documentation
- Abstract of title
- Preferred ship mortgage forms
- Satisfaction and release of mortgage forms
- Notice of claim of lien forms
- Deletion from Coast Guard documentation
- Foreign vessel title search requests
- MARAD small vessel waiver applications
What the Application Means for Your Federal Documentation Record
For owners using form CG-1258, federal vessel documentation establishes a record maintained through the Coast Guard’s documentation system. An application submitted through the appropriate process provides information for a specific documentation action. The resulting federal record is maintained by the National Vessel Documentation Center, not by our company.
Completing the Application Through Our Online Portal
When you are ready to work with the form CG-1258 or another appropriate application, our portal provides an online way to access the form associated with your documentation transaction. The process centers on entering the information requested by the selected application and submitting the completed information through the available electronic process.
Before submitting, the information entered should be reviewed for completeness and accuracy. Pay particular attention to:
- Vessel identification information
- Owner information
- Addresses
- Documentation numbers
- Hailing port information
- The type of transaction selected
- Required signatures or certifications
- Supporting information requested by the application
Careful completion does not guarantee that the Coast Guard will approve an application. Federal review and processing remain outside our company’s control.
A Convenient Online Option for Coast Guard Documentation Forms
Form CG-1258 covers several important documentation actions, including initial documentation, exchange, replacement, and redocumentation.
At the National Documentation E-Portal, we provide online access to this application and other documentation forms through our electronic portal. Our service is focused on making form completion more convenient and accessible online. The federal documentation process itself remains under the authority of the U.S. Coast Guard and the National Vessel Documentation Center.
When your documentation needs involve an application available through our portal, you can use our online system to access the applicable form and enter the requested information electronically.