Required documents for ship registration


Photo of ship

A number of documents are required to register a ship in the Danish ship registers.

Form for registration of commercial ships under Danish flag (DIS)

This form, also called a ‘joint notification form’, is used by the Danish Maritime Authority to enter the ship in our IT systems.

When the Danish Maritime Authority receives the form, the ship is assigned an Official Number and a set of distinctive numbers or letters. There are no specific requirements as to who can sign the form on behalf of the company.

Send the form as early as possible so that a survey can be scheduled.

Tonnage Certificate

The Tonnage Certificate may be issued by a tonnage measurer authorised by the Danish Maritime Authority or by a classification society authorised by the Danish Maritime Authority.

You are not required to send the original Tonnage Certificate; a copy is sufficient.

Relevant forms for registration of a ship

There are several different forms for registration of a ship, for example form S 21 (application for registration of ships in the Danish International Register of Shipping). The formal application for registration of a ship is made by sending a signed S form.

On submission of the form, an electronic ship record is created and a daily log number is assigned to the form in the registration field.

Relevant forms for registration of a company

To register a ship, the owner must register as a company.

There are several different forms for registration of a company depending on who owns the ship. If the owner is a Danish public or private limited liability company, you should use form R 3.

Document of title

To register a ship, you must submit a document of title proving that the ship’s owner has title to the ship. The document of title must fulfil a number of formal requirements.

As a general rule, you should use the forms B1 (Builder’s Certificate) and B2 (Bill of Sale), which have been approved by the Registrar of Shipping.

However, this requirement may usually be deviated from if a corresponding foreign Bill of Sale or Builder’s Certificate contains the same details as the approved forms.

Normally, an invoice or purchase receipt is not sufficient as a document of title.

The document of title must be done in Danish or English to be registered.

Clear indication of title to the ship

The document of title must clearly show that title to the ship is transferred from the seller to the buyer, and in respect of new builds, from the shipyard to the client.

If the document of title does not indicate a date of transfer to the buyer or the client, the document may be accompanied by a Protocol of Delivery and Acceptance stating the date of transfer. The Protocol of Delivery and Acceptance may be sent by e-mail and the signatories’ signing powers will not be verified.

It is essential that the document of title is signed by the party transferring the ship (the seller or the shipyard).

Original, dated and legible signatures

The document of title submitted must carry the original signatures of the transferor (the seller or shipyard). All signatures must be dated, stating the day, month and year of signing. The names of the signatories must be repeated in block capitals, in typescript, by a stamp or the like.

If the transferor is a company, the document of title must be signed by the authorised officers of the company.

The document of title may also be signed by a person who is not authorised to sign for the company if he or she holds a power of attorney to sign. In that case, you must present an original power of attorney signed by the authorised officers. Read more about the formal requirements for powers of attorney.

If the seller or the shipyard is a Danish company, the signing authority of the members of management may be documented by referring to the Danish Central Business Register (CVR).

If the seller or the shipyard is a foreign company, the signing authority may be documented by a notary attesting to the identity and authority of the person signing on behalf of the company.

If the notary is not resident in the EU or the EEA, the notary’s attestation must be authenticated or apostilled. If the notary is resident in the EU/EEA, no authentication or apostille is required.

Attesting witnesses

An attesting witness is a person who, by signing, certifies the authenticity of the signature, the legal capacity of the  signatory and the correctness of the date.

If a person has any financial interest in the transaction or is closely related to the signatory, for example a spouse, he or she cannot sign a document as an attesting witness.

The names, occupations and addresses of the attesting witnesses must be stated, and their signatures, unless they are completely legible, must be repeated in block capitals, by a stamp or in typescript.

If a lawyer signs as an attesting witness, his or her title, name and business address must clearly appear. If a notary attests the document, the notary’s signature must be legible and the document must be provided with a stamp.

Denmark

  • 2 attesting witnesses
  • 1 lawyer
  • 1 notary

Other EU and EEA countries

  • 2 EU citizens with copies of passports

Outside the EU/EEA

  • 1 notary

Documentation of previous owners – only the Register of Shipping and the Boat Register

The Register of Shipping requires documentation of each previous owner of the ship from the date when it was delivered from the shipyard.

Documentation of previous owners may be in the form of bills of sale, contracts of sale, receipts, builder’s certificates – or previous owners may fill out a declaration stating from whom they purchased the ship and to whom they subsequently sold it.

However, if the ship has previously been registered in the Register of Shipping but has been deleted, you only need to submit documentation of owners back to the owner registered at the time when the ship was deleted.

If the ship has been registered in a foreign register, you only need to submit documentation of owners back to the party registered as owner in the foreign ship register when the ship was deleted from that register.

Deletion Certificate or Non-registration Certificate

If a ship is already registered in another country’s ship register, the ship must be deleted from that register before it can join the Danish ship registers.

A Deletion Certificate from the foreign register must be presented, showing that the ship is no longer registered and that the ship is free from registered mortgages and encumbrances.

The certificate must have been issued by the ship registration authority of the country in which the ship was registered before its admission to the Danish ship registers.

Normally, Deletion Certificates are not required to be authenticated or apostilled.

The original Deletion Certificate must be presented before the ship can be finally registered. However, if all other requirements have been met, it is possible to have ships registered subject to a deadline on the basis of a copy of the Deletion Certificate. This may be particularly relevant if a mortgage on the ship is to be recorded in connection with registration.

The Register of Shipping may also issue a temporary Certificate of Nationality for a ship for which the application for registration is based on copies of the documents usually required for registration.

Non-registration Certificate

In the case of new builds which have not been registered before, instead of a Deletion Certificate, you must submit a certificate issued by the ship registration authority of the country in which the ship was built, showing that the ship has not been registered there.

Normally, Non-registration Certificates are not required to be authenticated or apostilled.

However, if all other requirements have been met, it is possible to have ships registered subject to a deadline on the basis of a copy of the Non-registration Certificate. This may be relevant if a mortgage on the ship is to be registered in connection registration.

Declaration of compliance with activity requirement

If the ship is owned by a foreign company with a connection to Denmark, an original declaration must be submitted in connection with the admission to the Danish International Register of Shipping, signed by an authorised signatory and stating that the activity requirement is complied with. The declaration must also state what parts of the relevant activities are located in Denmark.

Carving and marking information

Once the ship has been registered, a final Certificate of Nationality may be issued to the owner of the ship. The final Certificate of Nationality includes a short text describing the location on the ship where the distinctive number or letters are carved.

For this purpose, please send us an e-mail or a letter briefly describing the location of carving as these details are required in order for us to issue a final Certificate of Nationality.

Change of address

If the registered owner of a ship changes its address, this must be notified to the Register of Shipping by e-mail to srg@dma.dk. You will then receive a new Certificate of Nationality.

 Contact

Contact

Danish Ship Register
Skibsregistret
+45 72 19 60 00