Or… things you might want to know
Things You Need to Know.
First, don’t let this page scare you.
Most transactions are pretty straightforward. You send us what we need. We prepare the paperwork. Everybody signs. We close.
And sometimes the customer’s reaction is literally: “That’s it?”
Yep. That’s it. Those are wonderful words in vessel documentation.
So why is this page so detailed?
Because after more than 20 years, I’ve been asked just about every version of these.
This page isn’t a list of everything that’s going to go wrong with your boat. It’s the answers to the questions customers actually ask.
- “Why does it say that?”
- “What happens next?”
- “Where is my paperwork?”
- “Why does Florida say one thing and the Coast Guard say another?”
- “Why do you need this?”
- “Is this normal?”
This page is for those questions.
Good news
You may never need any of this.
You may have owned ten boats.
You may already know exactly how documentation works.
Your paperwork may be perfect. Your Abstract may be clean.
Your lender may send everything immediately.
Your transaction may close and move through the process without a single interesting thing happening.
Frankly? We love that for you. 😂
You don’t need to study this page before working with us. It’s here when you need it.
A quick reassurance
Haven’t heard from us? That can actually be a good thing.
If we have what we need and your file is moving through the normal process, you may not hear from us every time something happens behind the scenes.
We’re still working. We’re still tracking it.
And if we need something from you, trust us: Ember knows your phone number. 😂
If something requires your attention, we’ll contact you.
Behind the scenes
We Do a Lot That You Never See.
A documentation agent’s job involves a surprising amount of work you’ll never be handed an invoice-worthy story about.
- Reviewing ownership
- Checking records
- Reviewing Abstracts of Title
- Preparing filings
- Tracking submissions
- Following up with lenders
- Working through government requirements
- Resolving small discrepancies
- Watching for the next step
- Coordinating federal and state processes
And sometimes fixing something before you ever knew there was something to fix.
That’s not a problem.
That’s the job.
Perspective
Not Everything Requires a “Houston, We Have a Problem.” 🚀
Things come up during vessel transactions. That’s normal.
- A question from the Coast Guard
- A document we need from a lender
- A state requirement
- A number that doesn't match
- A system that's temporarily unavailable
- A filing that's simply taking longer than anyone would like
That does not automatically mean your transaction is in trouble.
A lot of the time, we simply handle it.
What to expect
When Will We Contact You?
We don’t hide anything from customers. We also don’t call you about routine processing steps we’re already handling.
Normal process
We’ll keep working.
If something is part of the normal process and we can continue handling it behind the scenes, we keep working.
We need something from you
We’ll contact you. Ember will find you. 😂
- Information
- A signature
- A document
- Funds
- A vessel name
- A hailing port
- Clarification
- A decision
An actual issue
We’ll tell you if there’s an actual problem.
If something materially affects your transaction and requires your attention, a decision, additional action or a meaningful change in what needs to happen, we tell you.
So, to be clear:
Timing
Sometimes the Only Problem Is… It’s Taking Forever.
Government processing takes time. Usually more time than you want.
Usually more time than I want too.
A transaction taking a long time does not automatically mean something is wrong with it.
Sometimes your file is complete, filed correctly and doing exactly what it’s supposed to be doing: waiting in the queue.
Unfortunately, staring at the queue does not make it move faster.
We’ve tested the theory.
Why this page exists
Consider This Your Backstage Pass. 🎟️
You hired us so you don’t have to become a vessel documentation agent.
But some people want to know what’s happening behind the scenes.
So I’m inviting you in.
Below are the things we’re frequently asked about, the quirks we regularly explain and some of the issues we’ve learned how to handle over the years.
It doesn’t mean they’re happening to your file. It means that if they ever do, there’s a good chance we’ve seen them before.
1. The basics
What We Need From You.
Short list. Real requirements. If we’re asking you for something on this list, we need it — it’s not paperwork-themed small talk.
🇺🇸 U.S. Citizenship Is Required
A USCG-documented vessel is a U.S.-flagged vessel, and U.S. citizenship requirements apply whether the vessel is documented for recreational or commercial service.
If you own the vessel individually, you must meet the U.S. citizenship requirements for the endorsement you are requesting. If the vessel is owned by an LLC, corporation, partnership, trust or other entity, we need additional documentation establishing the entity’s ownership, citizenship, and who has authority and control.
Commercial endorsements can carry additional or different citizenship and ownership requirements, so we review the ownership structure and intended use before filing.
Bottom line: a non-U.S. citizen cannot simply own or control a U.S.-flagged documented vessel by putting it into an LLC or other entity. This isn’t a WaterProof rule — it’s part of qualifying a vessel for U.S. Coast Guard documentation.
Thinking, “I’ll just put it in an LLC”? An LLC does not make the citizenship requirements disappear. We still have to establish who owns it, who controls it, and whether the ownership structure qualifies. 🇺🇸
5 Net Tons
Documentation requires a vessel of at least 5 net tons. Net tons is a measurement of volume — not weight. Length alone doesn’t answer the question, though most vessels around 25 feet and up measure at least 5 net tons.
Vessel Name & Hailing Port
Give us the name and hailing port early — before we file. Keeping the existing documented name is fine. Choosing a new one is fine. Deciding after filing is the expensive option.
If a Preferred Ship Mortgage must be filed and no name is provided, WaterProof will proceed with the existing documented name, or an appropriate identifying name (such as the vessel make) for a never-documented vessel. If no hailing port is provided and Ember’s attempts to reach you go unanswered, we will use your city and state of residence.
SSN or Tax ID, Driver’s License & Sales Tax
Ownership filings require the owner’s Social Security Number or Tax ID. Florida title and registration require your driver’s license information, and sales or use tax applies based on your individual transaction.
Please don’t send sensitive information through ordinary unsecured email. Contact our office at (863) 667-6129 for the appropriate method.
What we ask for
- Boat name
- Hailing port
- SSN / Tax ID
- Driver's license
- Sales tax
- Signatures
- Entity documents
- Original documents
- Whatever else your specific file requires
Why?
Because we need it.
Required means required. Nothing on that list is there to fill space on a form.
2. Things that seem wrong… but aren’t
Federal and State Records Don’t Always Speak the Same Language.
Sometimes you’ll look at your Certificate of Documentation and your Florida registration and wonder why they don’t match.
Before you call… they might both be right.
Draft ≠ Depth
They sound related.
They are related.
They are still not the same measurement.
- Draft
- The vertical distance associated with how deeply the vessel extends below the waterline.
- Depth
- The vertical measurement of the vessel itself, generally measured from the upper/deck or gunwale area down toward the bottom of the hull/keel according to the applicable measurement method.
If we ask you, your builder or your surveyor for depth, sending us the vessel’s draft does not answer the question.
Different box. Different measurement. Yes, we really need the other one.
USCG
Florida
Year
Length
Agency
Purpose
Same vessel. Different rulebooks.
If the numbers don’t match perfectly, don’t automatically assume something is wrong. Federal and state agencies sometimes ask different questions about the exact same vessel — and if something really is wrong, we want to see it.
Open only what you need
Common “Why does it say that?” questions.
Open what applies to you
The Questions We Get Asked Most.
You shouldn’t have to read information that doesn’t apply to your file. Pick the question. Skip the rest.
3. After closing
Filing, tracking and your Florida registration.
4. Why is this taking so long?
Queues, deficiencies and re-review.
5. Mortgages & satisfactions
Paid off is not the same as released.
6. Where is my paperwork?
What we can actually see after filing.
8. Notes from Ember’s journal of frustrations
Short. Affectionate. Mostly About Phone Calls.
- If we ask for it, it's not optional.
- If Ember has called three times, she isn't trying to discuss your weekend plans.
- “I'll send it tonight” remains one of the most suspenseful phrases in vessel documentation.
- Yes. We still need it.
She isn’t chasing you to be difficult. She’s chasing you because your file can’t move without it. Help her help you — we’re both after the exact same thing.
The honest summary
Most Files Aren’t Dramatic.
And that’s perfectly fine with us.
Some files are easy like Sunday morning.
Some need a little more attention.
Some make us earn our fee.
Our job is to know the difference.
You don’t need to understand every federal regulation, state requirement, filing system or processing quirk. That’s why you hired us.
Next step