When Is an Electronic Cargo Tracking Note Required in the Shipping Process?

An Electronic Cargo Tracking Note (ECTN) is required before your cargo arrives at the destination port and often before the vessel departs from the port of loading. If you are shipping to African countries where ECTN is mandatory, the timing of this document directly affects customs clearance, port release, and overall shipment reliability.

Knowing exactly when the ECTN is required allows you to stay compliant, avoid penalties, and keep your cargo moving without disruption.

When does the electronic cargo tracking note become mandatory during shipping?

The electronic cargo tracking note becomes mandatory once shipment details are finalised and before the cargo reaches the destination port.

From a regulatory perspective, ECTN is a pre-arrival control document. Customs authorities use it to assess cargo risk in advance, not after the ship has docked.

At this stage, you should already have:

• A confirmed commercial invoice

• A final packing list

• An issued Bill of Lading

• Verified vessel and voyage details

Submitting the ECTN after these documents are ready keeps your shipment aligned with compliance expectations.

Is the ECTN required before vessel departure or before arrival?

Yes, many importing countries require ECTN approval before the vessel departs.

Although some ports technically allow submission before arrival, relying on that window exposes you to avoidable risk. Customs authorities increasingly expect shipment data to be declared and validated prior to sailing.

For you, the safest approach is:

• Apply for ECTN immediately after the Bill of Lading is issued

• Ensure approval is completed before vessel departure

This reduces the likelihood of inspections, fines, and cargo holds.

How is the electronic cargo tracking note linked to the Bill of Lading?

The electronic cargo tracking note is directly linked to the Bill of Lading, and both documents must match exactly.

Customs systems cross-check:

• Shipper and consignee details

• Cargo description and quantity

• Container numbers and seals

• Ports of loading and discharge

If the Bill of Lading is amended, the ECTN must also be updated. This is why experienced exporters finalise shipping documents before filing the ECTN.

When should you apply for the ECTN certificate?

You should apply for the ECTN certificate immediately after the Bill of Lading is issued.

Delaying the application increases:

• Rejection risk

• Processing delays

• Demurrage and port storage charges

The ECTN certificate confirms that your cargo has been declared, reviewed, and approved under the destination country’s import control system.

Does ECTN timing depend on the destination country?

Yes, ECTN timelines vary by destination country, but the requirement itself remains mandatory.

Each country sets its own validation rules, yet all treat ECTN as a core compliance document.

For example:

• ECTN Benin requires strict pre-arrival compliance

• ECTN Burkina Faso applies even when cargo is moving in transit

If you ship to West or Central Africa, understanding country-specific requirements protects you from shipment delays.

Is an electronic cargo tracking note required for transit cargo?

Yes, ECTN is required even when cargo is transiting through a port to a landlocked destination.

Authorities track transit shipments to maintain:

• Cargo transparency

• Revenue protection

• Regional trade security

Transit cargo still requires:

• Full cargo declaration

• Final destination confirmation

• Importer and consignee identification

Failing to submit ECTN for transit cargo often results in port holds and clearance delays.

Who is responsible for filing the ECTN in the shipping process?

You, as the exporter, or your appointed freight forwarder, are responsible for ECTN compliance.

Customs authorities hold the cargo owner accountable regardless of internal arrangements. From a compliance standpoint, responsibility cannot be transferred.

Best practice includes:

• Assigning a single filing authority

• Verifying all shipment data internally

• Confirming ECTN approval before sailing

This approach reduces risk and improves clearance predictability.

What happens if the electronic cargo tracking note is filed late?

Late ECTN filing commonly leads to:

• Financial penalties imposed by port authorities

• Cargo holds on arrival

• Extended customs inspections

• Increased demurrage and storage costs

In serious cases, cargo may not be released until penalties are paid. Late filing signals weak compliance controls and increases scrutiny on future shipments.

How does ECTN support customs risk assessment?

ECTN allows customs authorities to evaluate cargo risk before the vessel arrives.

By reviewing shipment data in advance, authorities can:

• Detect misdeclaration

• Identify restricted or prohibited goods

• Allocate inspection resources efficiently

For you, this results in:

• Faster clearance

• Fewer inspections

• More predictable delivery timelines

This is why ECTN is embedded into modern import control systems across Africa.

Why experienced exporters never treat ECTN as a last-minute task

If you ship internationally, you already know documentation timing defines shipment success.

Experienced exporters treat ECTN as:

• A compliance checkpoint

• A security validation

• A pre-clearance requirement

Handled early, ECTN blends smoothly into the shipping process. Handled late, it becomes costly and disruptive.

FAQs

Is an electronic cargo tracking note required for FCL and LCL shipments?

Yes, ECTN is required for both Full Container Load and Less than Container Load shipments.

Does ECTN apply to RoRo and breakbulk cargo?

Yes, ECTN applies to containers, RoRo vehicles, breakbulk, and bulk cargo, depending on destination regulations.

Can ECTN details be amended after approval?

Yes, but amendments may involve additional fees and processing delays, especially after vessel departure.

Is ECTN mandatory for used vehicles and machinery?

Yes, used vehicles and machinery are often subject to stricter ECTN scrutiny due to valuation and classification risks.

What happens if ECTN details do not match customs declarations?

Mismatches can trigger inspections, penalties, and clearance suspension.

Source : https://www.linkedin.com/pulse/when-electronic-cargo-tracking-note-required-shipping-marine-3pc9f/