Maritime Notary Services: What Captains & Logistics Managers Need to Know

Date: January 7, 2026

If you work in the maritime industry on the Mississippi Gulf Coast, you know that "standard business hours" don't exist. Ships dock at 2:00 AM, relief crews arrive on Sunday mornings, and federal deadlines don't wait for banks to open.

At Steady Numbers, we specialize in the specific, high-stakes paperwork that keeps vessels moving. Here is a breakdown of the three most critical services we provide and the legal realities behind them.

1. I-9 Verification for Remote Deckhands

One of our most frequent calls comes from HR Directors in other states (like Texas or Florida) who are hiring crew members here in Mississippi.

• The Problem: The company must physically examine the new employee's ID (Passport, TWIC card, etc.) to comply with federal law, but they have no HR staff on the ground here.

• The Solution: We act as your "Authorized Representative." We meet the new crew member at the dock or a convenient public location, physically verify their original documents, and sign Section 2 of the Form I-9 on the company's behalf.

• Important Note: This is technically not a notarization. We do not stamp the I-9. Instead, we sign as the company's trusted agent, keeping you fully compliant with USCIS regulations.

2. Marine Note of Protest (The "24-Hour" Rule)

When a vessel encounters severe weather or potential damage, the Captain must protect the shipowner's liability.

• The Myth: "It's just a formality."

• The Reality: It is often a strict Insurance Requirement. Most maritime insurance policies require the Captain to file a "Note of Protest" within 24 hours of arrival at the first port of call. If this deadline is missed, the insurer may deny the claim, blaming the damage on the crew rather than the storm.

• Our "Stat" Service: Because of this 24-hour ticking clock, we are available nights and weekends to meet the Captain, administer the oath, and notarize the protest immediately upon docking.

3. USCG Vessel Documentation

Buying or selling a documented vessel isn't like selling a car. The paperwork goes to the National Vessel Documentation Center (NVDC), and they are incredibly strict.

• The "Venue" Trap: The #1 reason USCG Bills of Sale get rejected is a blank or incorrect "Venue." Even though it is a federal form, the notary must specify the State of Mississippi and the County (e.g., Hancock) where the signing took place.

• What We Do: We ensure the Bill of Sale and Preferred Ship Mortgages are executed perfectly the first time, preventing weeks of delays in the transfer of ownership.