Yes, you can request faxed copies of your completed Coast Guard documents before they are mailed. This option is available for vessel owners who need immediate confirmation that their documentation has been processed and finalized.
Coast Guard documents
This ensures that each item faxed—such as a Certificate of Documentation, Letter of Deletion, Bill of Sale, or Preferred Mortgage—is properly certified and officially recognized.
While faxing remains an option, our Coast Guard documentation portal offers faster, more efficient alternatives for accessing, submitting, and managing your vessel documentation online.
Through our portal, vessel owners can handle various Coast Guard documentation processes, including initial documentation, renewal, transfers, deletions, and more, without needing to rely on faxed communication.
Honoring Fax Requests for Completed Documentation
Faxing was once one of the few ways to receive expedited copies of official maritime paperwork. Today, while electronic submission and online documentation have become the preferred methods, faxing still serves as an alternative for vessel owners who require a hard copy immediately after processing.
If you request that your completed Coast Guard documents be faxed to you before mailing, the Maritime Documentation Center will charge an additional $34.00 per document. This Certified Copy fee covers the administrative process of verifying and producing an official faxed version that meets federal documentation standards.
Faxed copies may be requested for:
- Certificates of Documentation
- Letters of Deletion
- Certificates of Ownership
- Preferred Ship Mortgage Forms
- Bills of Sale
- Notices of Claim of Lien
- Satisfactions of Mortgage
Each faxed item must be individually certified and processed, as federal regulations require that official documentation copies maintain the same legal standing as the originals. Once faxed, the official mailed version will still follow as the permanent copy for your records.
Further Info About Faxing
Federal maritime documentation is regulated under the U.S. Coast Guard and governed by specific provisions, including 46 CFR § 67.113, which defines how official Certificates of Documentation are issued and authenticated.
To preserve the integrity and authenticity of each document, any reproduction—such as a faxed copy—must undergo certification to confirm it matches the official record.
Although faxing provides an interim solution, today’s digital options, such as those offered through our Coast Guard documentation portal, are faster, secure, and eliminate many of the delays associated with paper communication.
Coast Guard documents
Online Alternatives to Faxing Your Coast Guard Documents
Through our Coast Guard documentation portal, vessel owners can complete nearly every step of the documentation process without the need for faxing or mailing. Our online system allows you to securely access, fill out, and submit Coast Guard documentation forms from your computer or mobile device.
This portal is especially useful for vessel owners who want to avoid delays and handle their maritime paperwork in a streamlined, digital format. Using our secure online system, you can complete applications for:
- Abstract of Title
- Initial Vessel Documentation
- Documentation Vessel Renewal
- Replacement of Lost or Damaged Certificates
- Preferred Ship’s Mortgage Filing
- Notice of Claim of Lien
- Satisfaction or Release of Mortgage
- Transfer or Exchange of Ownership
All forms are accessible directly through the National Documentation E-Portal, which connects you to Coast Guard-compliant submission formats. This eliminates the need for fax transmissions while still providing the speed and accuracy vessel owners rely on.
The Value of Certified Copies for Your Maritime Records
Even if you use online filing options, some vessel owners still prefer to have certified copies on hand for their own records or for legal purposes. Certified copies serve as official duplicates of your Coast Guard documents and can be used to verify ownership, confirm lien status, or demonstrate compliance with federal requirements.
For instance, a certified copy of your Certificate of Documentation can be useful during sales transactions, inspections, or when applying for financing related to your vessel. In these instances, requesting a faxed certified copy in addition to a mailed version ensures you receive immediate proof of your vessel’s documented status while waiting for the physical certificate to arrive.
However, our online portal also provides an efficient way to store and manage your documentation securely, reducing your reliance on faxed or mailed copies. Once forms are filed and approved, you can easily access them again through the portal as needed.
How Our Portal Simplifies Access to Coast Guard Documents
At the National Documentation E-Portal, our mission is to make the federal documentation process easier for vessel owners by offering direct access to the official forms required by the U.S. Coast Guard. Faxing can be helpful in certain cases, but with our platform, vessel owners can complete the same documentation process entirely online, minimizing delays and ensuring their filings are handled correctly.
When you use our portal, you can expect:
- Secure access to Coast Guard documentation forms.
- Accurate, Coast Guard-compliant formatting for all filings.
- A user-friendly process for completing and submitting documentation.
- Quick access to forms for renewal, mortgage recording, lien notices, and more.
Because all submissions through our site meet federal formatting requirements, they are processed in accordance with Coast Guard standards, providing an efficient and compliant alternative to fax-based communication.
The Benefits of Online Submission Over Fax Requests
Though you may request faxed certified copies, many vessel owners now prefer to handle their Coast Guard documentation through online submission. Faxing, while still valid, is slower and often more costly when multiple certified copies are required.
Using our portal provides several advantages over faxing, including:
- Faster submission and processing times.
- Digital accuracy, reducing potential for transmission errors.
- No need to pay additional faxing or certified copy fees unless required.
- Secure recordkeeping for future access or renewals.
By managing your paperwork online, you maintain compliance while eliminating many of the inefficiencies associated with older communication methods.
Documentation Maintenance After Fax or Online Submission
Once your documentation has been processed and either faxed or mailed, it’s essential to keep it current. Coast Guard Certificates of Documentation must be renewed annually to remain valid for U.S. operation. This is easily done through the National Documentation E-Portal, where you can file your documentation vessel renewal and ensure uninterrupted compliance.
If you ever need to confirm your documentation status, ownership history, or lien details, you can also perform a vessel documentation search through official Coast Guard databases. Keeping your records updated and accessible helps maintain smooth maritime operations and ensures that all documentation remains in good standing.
Staying Compliant With Federal Documentation Regulations
Every document issued or faxed by the NVDC must meet the requirements set forth by federal law, including the provisions outlined in 46 CFR § 67.113. This regulation governs the proper issuance of Certificates of Documentation and ensures that each copy—whether mailed, faxed, or digital—is authentic and legally valid.
At the National Documentation E-Portal, we make compliance easier by providing a central location where vessel owners can find and complete all required Coast Guard documentation forms. While faxing remains available for those who prefer it, our goal is to make the documentation process faster, more accessible, and fully compliant with federal maritime standards.
Moving Forward With Your Coast Guard Documents
Whether you request faxed certified copies or manage everything online through our Coast Guard documentation portal, staying compliant and organized is essential. Our service helps you access and file the necessary forms for your vessel’s operation and ownership, ensuring you always have the proper documentation on record.
The National Documentation E-Portal provides a trusted, efficient resource for U.S. vessel owners. From initial filings to renewals and certified copies, we help simplify your interaction with Coast Guard documentation requirements so you can focus on safely and legally operating your vessel.