Documents required for documentation procedures.
Check-off charts showing documents required for registration for various types of vessels have been provided. Each chart shows in graphic form these forms and documents that are required for various vessel/registration procedure combinations. Descriptions of the various forms may be found in below along with sample forms - see also the current fee schedule.
The vessels covered are
- Cargo vessels
- Oil, Chemical and Product tankers
- Oil and Mineral service vessels
- Fishing vessels
- Passenger vessels
- Pleasure yachts
- Mobile Offshore Drilling Rigs
Procedures covered are
- Initial (Provisional) registration
- Vessels transferred from a foreign registry
- New construction
- Permanent Registration
- Change of ownership and/or re-registration of a Vanuatu vessel
- Change of name without change of ownership
- Bareboat (Dual) Registration of a foreign flag vessel under the Vanuatu flag
- Bareboat (Dual) Registration of a Vanuatu flag vessel under a foreign flag
Forms supplied by the office of the Deputy Commissioner of Maritime Affairs are to be completed by the applicant. Please note that the application forms have been extensively revised and consolidated to minimize duplications and simplify preparation. These descriptions and instructions only relate to the new forms found here.  | A-1 : Application for official number, call sign and registration of vessel
Basic application form providing information about the vessel to be registered, including vessel description and details, vessel ownership, vessel financing, vessel management and other basic information. In addition a declaration by the applicant on behalf of the owner of the vessel that the vessel's master has been ordered to return all documents issued by the previous registry to that government and that all ship's markings, eg. name, port of registry, etc. will be changed as required by the Maritime Act is included.
| | A-3 : Preliminary report of ship's officers
Lists the names, citizenship, foreign license information, and Vanuatu license details for the officers expected to serve aboard the vessel. Provides information related to the proposed manning of the vessel.
| | A-5 : Declaration of the Master re: Markings and License
Declaration by the Master of the vessel that all markings have been changed and that he is the holder of a Vanuatu Master's license as required by the Maritime Act. This form is required to be submitted within 30 days of initial registration.
| | A-7 : Report of ship's officers
This report is required to be submitted within 30 days of initial registration and annually thereafter. It lists the names of the officers serving on board the vessel and states their Vanuatu licenses in the appropriate grade.
| | A-10 : Application for ship's radio license
Normally completed by the radio accounting authority responsible for the payment of communication charges for the vessel. This form provides technical details of the radio equipment on board the vessel plus other information. Please note that all owners of vessels are required to complete this form and that the accounting authority must be approved by the Office of the Deputy Commissioner of Maritime Affairs - Republic of Vanuatu prior to initial registration.
| | A-15 : Declaration by Pleasure Yacht Owner
Used when registering a pleasure yacht. Applicant declares that he/she agrees that, as a condition of registration, the vessel may not be used for carriage of paying passengers or cargo for hire and that , should all or part of the vessel be sold, the purchasers will have no automatic right to re-register the vessel under the Vanuatu flag.
| | A-21 : Declaration of need for waiver of Vanuatu ownership of a Vanuatu vessel
Declaration to be submitted by the applicant on behalf of the owning corporation, partnership or individual explaining in detail the circumstances of an absolute and genuine need for waiver of the requirement of Vanuatu ownership of the vessel. |
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Documents to be supplied and completed by the applicant ;
| Power of Attorney
Document prepared for and signed by the owner (or in the case of an incorporated company by an appropriate and authorized officer), authorizing the applicant to act for the owner in matters relating to the registration of the vessel, mortgages, or Bills of Sale
| | Corporate Resolution
Resolution of the board of directors of the owning company authorizing one or more persons to act on behalf of the company in matters relating to the registration and, if appropriate, finance (mortgages) of the vessel. Not needed if a power of attorney is supplied.
| | Bill of Sale or Proof of Ownership
Document detailing the terms and conditions of the transfer of ownership of a vessel.
| | Certificate of Good Standing of Applicant Corporation
Required where the applicant is not a Vanuatu company. Certificate from a governmental authority of country of Applicant's incorporation attesting to the name, legal existence, and present good standing of the foreign corporation. If such a document is not available from a governmental authority submit a declaration from an attorney, solicitor, or barrister qualified to practice in the foreign jurisdiction that he has contacted the appropriate agencies and verified the existence and good standing of the corporation. Under certain conditions, this requirement may be temporarily waived. Please refer to section 33 of the Maritime Act.
| | Permission to Transfer or Cancellation of Foreign Registry
Consent of the government of present registry approving transfer of vessel to the Vanuatu flag by the owner. If teh actual canellation (deletion) certificate is submitted, then the permission document is not required. Under certain conditions this requirement may be temporarily waived. Please refer to section 33 of the Maritime Act.
| | Proof Vessel is Free of Liens
Required in the case of existing vessel being transferred from foreign registry. Official statement must be issued by an appropriate governmental department of previous registry. It may be included in the consent to transfer or in the Cancellation (deletion) Certificate. Under certain conditions this requirement may be temporarily waived. Please refer to section 33 of the Maritime Act.
| | Request for waiver of age
A letter from the applicant requesting the registration of a vessel more than 20 years old. The 20 year age limit may be waived by the Commissioner or a Deputy Commissioner in exceptional cases where it is proven that the vessel meets the highest classification requirements of one of the Classification Societies listed in General Information. An example of acceptable proof would be submission of the results of a recent (ie. within 6 months) special survey by the Class Society.
| | Copy of the Radio Accounting Authority Contract
A copy of the contract with the approved radio accounting authority verifying that the authority has accepted responsibility for radio communication charges incurred by the vessel for the shipowner. |
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Documents issued by Classification Society under the authority of the Republic of Vanuatu
The applicant must make a specific request to the Society to issue certificates and to forward copies to the office of the Deputy Commissioner. These certificates are not required under SOLAS for the following vessels; vessels under 500 gross tons, pleasure yachts, and fishing vessels. However the Maritime Act requires that all vessels be in a safe and seaworthy condition at registration. Such proof may take the form of a survey completed by an approved marine surveyor which includes inspection of the hull, propulsion and related machinery, inspection and testing of all safety equipment, and inspection and testing of all radio equipment by a qualified radio service technician. The surveyor shall express his independent opinion as to the seaworthiness of the vessel and the adequacy and condition of the vessel's safety equipment. All certificates must be re-issued if the vessel's name is changed.
| Certificate of Confirmation of Class
Certificate of Confirmation of Class, (in the case of an existing vessel), or Certificate of Seaworthiness or Interim Certificates of Class for Hull and Machinery, (in the case of new construction), issued by the Society with which the vessel is classed, dated not more than 10 days prior to date of registration.
| | Certificate of Oil Pollution Prevention
Also known as the IOPP Certificate and is issued under Annexes I and II of MARPOL. May not be required for all vessels, please consult your Classification Society.
| | Certificate of Class for (a) Hull and (b) Machinery, (may be combined)
Certificate attesting to the condition of the hull and machinery of the vessel and detailing survey status. Dated by endorsement or otherwise, within two years of date of registration. The present name of the vessel, if different from the name in which certificates were originally issued, and the home port "Port Vila, Vanuatu" must be endorsed thereon by the Classification Society.
| | Vanuatu Certificate of Measurement
Certificate detailing the dimensions and tonnage of the vessel in accordance with IMO Convention on Tonnage Measurement of Ships, 1969. Issued by the Classification Society and accepted by the applicant, authorized agent or Master. The name of the person accepting the Certificate must be printed beneath his signature.
| | Certificate of Financial Responsibility
Certificate issued under Annexes I and II of MARPOL. May not be required of all vessels, please consult your Classification Society and insurance carrier.
| | Vanuatu International Load-line Certificate
Must be full-term and issued under provisions of the International Load-Line Convention in force. A Load-Line certificate is not required for the following vessels; vessels of less that 150 gross tons, vessels under 24 meters in length, pleasure yachts, fishing vessels.
| | Vanuatu Cargo Ship Safety Equipment Certificate
Must be full-term (2 years) and issued under provisions of the International Convention for the Safety of Life at Sea, SOLAS-1974 with the 1978 and 1983 protocols.
| | Vanuatu Cargo Ship Safety Radiotelegraphy Certificate
Must be full-term (1 year) and issued under provisions of SOLAS-1794 with the 1978 and 1983 protocols.
| | Vanuatu Cargo Ship Safety Radiotelephony Certificate (where applicable)
Must be full-term (1 year) and issued under provisions of SOLAS-17974 with the 1978 and 1983 protocols. Required only when vessel is not required to be fitted with a radiotelegraphy installation.
| | Vanuatu Cargo Ship Safety Construction Certificate
Must be full-term (5 years) and issued under provisions of SOLAS-1974 wtih the 1978 protocol. |
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Required for all vessels carrying more than 12 passengerswhere passengers are personnel not directly involved in the operation of the vessel; | Vanuatu Passenger Ship Safety Certificate
Must be full-term (1 year) and issued under provisions of SOLAS-1974 with the 1978 and 1983 protocols. |
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When bareboating into Vanuatu the bareboat charterer is to be listed as the owner on application forms. Permission of the registered owner, permission of holders of all mortgages, liens, or other encumbrances, and permission of the foreign registry is also required. A certified copy of the Charter party is to be included along with proof of ownership in the name of the registered owner in a form satisfactory to the Commissioner or Deputy Commissioner.
Provide a certified copy of the vessel's current Certificate of Registry.
Provide certificate from the vessel's current registry showing all outstanding liens and encumbrances, or the absence thereof.
The bareboat charterer of a currently registered Vanuatu vessel may bareboat register the vessel into a foreign register by providing ; a letter of application, written consent of the current registered owner, written consent of all holders of mortgages, liens, and encumbrances as recorded in the Office of the Deputy commissioner of maritime Affairs. A certified copy of the foreign Certificate of Registry must be submitted to the Office of the Deputy Commissioner within 30 days of registration in the foreign jurisdiction.
If the original instrument is to be recorded in the New York office of the Deputy Commissioner, the applicant must present 5 originals (or 1 original and 4 counterparts) of the instrument properly acknowledged as required by Section 51 of the Maritime Act, together with a Power of Attorney or Corporate Resolution authorizing that person to execute the mortgage and undertake the recording, and the required fee. The instrument will be recorded in the recording book and 3 certified copies of the instrument and a Certificate of Ownership and Encumbrance will be returned to the applicant. One copy of the mortgage must be placed upon and maintained aboard the vessel.
The instrument may be presented at the office of a Special Agent for the Republic of Vanuatu for recording in the records of the Deputy Commissioner in New York with prior approval from the Commissioner or a Deputy Commissioner. A copy of the instrument must be provided to the Deputy Commissioner at least 3 days in advance for review. At the desired time of recording, the 5 originals (or 1 original and 4 counterparts) of the instrument are to be presented to the Special Agent who confirms by telephone, facsimile or telex to the Deputy Commissioner that they are identical to the advance copy. Recording date and time information is then provided to the Special Agent who marks the documents, as required, and turns over the 3 certified copies and the Certificates of Ownership and Encumbrance to the applicant and forwards the remaining copies to the Office of the Deputy Commissioner.
If the original instrument is to be recorded in the New York office of the Deputy Commissioner, the applicant must present 2 notarized originals (or 1 original and 1 counterpart) of the instrument, together with a Power of Attorney or Corporate Resolution authorizing that person to execute the Bill of Sale and undertake the recording, and the required fee. The instrument will be recorded in the recording book and a Certificate of Ownership and Encumbrance will be returned to the applicant.
The instrument may be presented at the office of a Special Agent for the Republic of Vanuatu for recording in the records of the Deputy Commissioner in New York with prior approval from the Commissioner or a Deputy Commissioner. A copy of the instrument must be provided to the Deputy Commissioner at least 3 days in advance for review. At the desired time of recording, the 2 originals (or 1 original and 1 counterpart) of the instrument are to be presented to the Special Agent who confirms by telephone, facsimile or telex to the Deputy Commissioner that they are identical to the advance copy. Recording date and time information is then provided to the Special Agent who marks the documents, as required, and turns over the Certificate of Ownership and Encumbrance to the applicant and forwards the Bills of Sale to the Office of the Deputy Commissioner.
Permission to transfer a vessel from the Vanuatu registry requires a letter of application from the registered owner or his agent stating the intention to delete, the reason for deletion, the identities of the new owners, and if the vessel is to be registered in another jurisdiction, the identity of that flag. Permission will be contingent upon proof of satisfaction of all mortgages and liens. A formal notice of cancellation will be provided upon proof of satisfaction of all mortgages and liens and return of all original ships documents issued under the authority of the Government of Vanuatu along with 2 notarized copies of the Bill of Sale.
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