When the government reopens, the U.S. Coast Guard and the National Maritime Center (NMC) will inherit the largest backlog of mariner applications in history. This is a shared challenge for our entire industry, but there is a clear way for mariners and employers to help the NMC process credentials as quickly as possible. The best way to support the hard-working staff at the NMC and to protect your own career is to submit a perfect Merchant Mariner Credential (MMC) application.
A complete application with zero issues will move through the system smoothly. An application with errors, however, will face significant delays. While some initial screening issues—like an incomplete CG-719B, missing TWIC information, or incorrect fee payments—will get an application immediately rejected, there is a far more common problem that causes delays once an application is in the queue.
After reviewing years of the NMC's own historical performance data and my company's internal data, one issue stands above all others as the single biggest bottleneck in the credentialing process for professional mariners: Sea Service Letters from Maritime Employers.
Errors or omissions in a sea service letter can put your application into "Awaiting Information" (AI) status, pausing the process for an average of 20 to 30 days and can even trigger a fraud investigation. To help mariners avoid this delay, here are three tips for reviewing your sea service letter before you submit it.
Tip 1: Get the Vessel and Position Details Exactly Right
An NMC evaluator needs to know exactly what vessel you were on and what job you were doing. A vague or incomplete description is a guaranteed delay. For each vessel listed on your letter, confirm that the following is present and correct:
- Vessel Name & Official Number (Official Number and IMO Numbers being the most common)
- Vessel Type (e.g., Motor Vessel, Towing Vessel)
- Tonnage (Gross Registered Tonnage is preferred but GT is accepted.)
- Propulsion Type & Horsepower (Motor, Gas Turbine or Steam)
- Position: Ensure your position listed is what you are filling on the safe manning document for that vessel and voyage. Many employers write internal company-defined positions that are not USCG terms listed on the vessel's COI or safe manning document which directly correspond with a USCG credential. This will often create an awaiting information letter.
- Route Terminology: Your company might describe your route in operational terms, but the USCG only recognizes five. Make sure your letter uses only these official terms: "Inland," "Great Lakes," "Western Rivers," "Near Coastal," or "Oceans."
Tip 2: Scrutinize Your Days at Sea—You Are Responsible
This is the most critical check. You are the one signing your CG-719B application and attesting that everything is true and correct. An error here, even if made by your company, is your responsibility.
- Confirm the "Day" Count: The Coast Guard defines a "day" as eight hours of work in a 24-hour period on a vessel over 100 GRT. A 12-hour shift is still one day.
- Verify Time-and-a-Half Credit: The NMC's guidance on this is very specific. They state that 1.5 days of credit for a 12-hour day may be given, but only on specific vessels authorized for a two-watch system (e.g., towing vessels, OSVs, and large commercial fishing vessels) on voyages less than 600 NM. The key word is "may."
- If your letter claims 12-hour days, but you're not working on a towing vessel, OSV, or large commercial fishing vessel proactively include a copy of the vessel's Certificate of Inspection (COI) that shows it is authorized by the USCG to operate on a two-watch system.
Tip 3: Confirm the Correct Renewal Statements Are Present
For renewal of certain credentials, the NMC requires specific, verbatim statements to prove ongoing proficiency. If these statements are missing, the NMC will not credit your sea time for renewal purposes. This will force you to either get an updated letter, take renewal courses, or complete a renewal TOAR you weren't planning on—all of which will significantly delay your application. Check for their exact wording:
- If you hold any STCW: Does the letter state:
"[VESSEL NAME] is required to conduct regular fire, emergency, and abandon ship drills. [YOUR NAME]’s service includes ongoing participation in training and drills relevant to Basic Training."? - If you hold Master of Towing, or Mate (Pilot) of Towing: Does the letter state:
"[VESSEL NAME] is required to conduct regular fire, emergency, and abandon ship drills. [YOUR NAME]’s service includes ongoing participation in training and drills."? - If you hold any Radar Observer: Does the letter state:
"[YOUR NAME] carried out Bridge Watch duties in a position that routinely uses radar for navigation and collision avoidance purposes."?
Why This Matters Now More Than Ever
The National Maritime Center operates on a strict "first-in, first-out" basis. When the government reopens, there will be a massive queue of applications, and each one will be processed in the order it was received.
Submitting a perfect application means you hold your place in that line. An application with errors that requires an "Awaiting Information" letter will be paused for weeks, allowing hundreds, if not thousands, of other applications to be processed ahead of yours. Even worse, an application rejected for a simple initial screening error sends you to the very back of a line when you resubmit your application.
In the years ahead as we recover from this, a perfect application isn't just a good idea—it's the only way to ensure a timely return to work.
