ECTN Certificate Procedure: Step-by-Step Guide to Electronic Cargo Tracking Note Applications

International shippers often encounter the ECTN certificate, which is essential for moving goods into many African countries. ECTN stands for Electronic Cargo Tracking Note – a digital document containing detailed shipment information required by certain nations for import clearance​.

In practice, it functions as an advance cargo declaration, helping authorities track shipments, ensure correct duties, and curb smuggling or fraud. This article explains what is an ECTN for Africa, how to obtain an ECTN certificate, and offers a step-by-step guide through the process. It’s written for a broad audience including freight forwarders, exporters, importers, logistics companies, and anyone who needs to secure an ECTN certificate (or its equivalents) for their shipments.

What’s in a name? The ECTN for Africa is known by different names in different places there. You might hear it called a CTN certificate (Cargo Tracking Note) or, in French-speaking regions, a BESC certificate (Bordereau Électronique de Suivi de Cargaison) or BSC certificate (Bordereau de Suivi de Cargaison). In the Democratic Republic of Congo it’s termed a FERI certificate, in Gabon a BIETC certificate, and in Angola a CNCA certificate – but all refer to the same concept​.

Even other programs like ACID (Egypt’s Advance Cargo Information system) or an ACD (Advanced Cargo Declaration) serve a similar purpose of tracking cargo. No matter the acronym, these certificates are mandatory for imports in the countries that require them and must be obtained before the goods arrive​. Failing to have the proper CTN can lead to severe consequences – shipments may be delayed, fined, or even refused entry​.

What is an ECTN (Electronic Cargo Tracking Note) Certificate?

An ECTN certificate is an official electronic document that contains key details about a cargo shipment. It typically includes information such as the shipper and consignee, the cargo’s origin and destination, the vessel/voyage, a description of the goods (with HS codes, weight, and value), and transport details. Once issued, the certificate is assigned a unique number that is used by customs to track and verify the shipment. The document essentially acts as a cargo tracking note or waiver document required by the destination country’s customs. Its primary purposes are:

• Customs Compliance: It provides customs authorities with advance information about the shipment, which speeds up clearance and ensures proper import duties/taxes are assessed​.
• Cargo Tracking: It enables the destination country to electronically track the cargo from origin to arrival, improving transparency.
• Security and Fraud Prevention: By detailing the cargo’s contents and value, ECTN documentss help prevent under-declaration of goods, smuggling, and other illicit activities​.
• Statistical and Planning Data: Authorities use the data to anticipate port logistics (knowing what is arriving) and to collect trade statistics.

In summary, an ECTN for Africa (or CTN/BESC/BSC) certificate is a digital cargo document required for import into certain countries, ensuring that all shipments are properly declared and monitored in advance. Even though names like CTN, BESC, BSC, FERI, BIETC may vary by country, they all refer to this electronic cargo tracking certificate requirement​.

African Countries That Require an ECTN/CTN/BESC Certificate

Many African countries mandate an ECTN certificate or similar certificate for incoming shipments. The list of countries can evolve, but as of the latest information, the following countries require an ECTN waiver (or an equivalent Cargo Tracking Note document) for imports​.

• Algeria – ECTN (Electronic Cargo Tracking Note)
• Angola – CNCA / ARCCLA (Cargo Tracking Note issued by the Angola National Shippers Council)
• Benin – BESC (Bordereau Électronique de Suivi de Cargaison)
• Burkina Faso – ECTN (sometimes called URN for Unique Reference Number)
• Burundi – ECTN
• Cameroon – BESC
• Central African Republic – ECTN
• Chad – ECTN
• Democratic Republic of Congo (DRC) – FERI (Fiche Électronique de Renseignements à l’Importation)
• Republic of Congo (Congo-Brazzaville) – ECTN
• Djibouti – ECTN
• Egypt – ACID (Advance Cargo Information Declaration system)
• Equatorial Guinea – ECTN
• Gabon – BIETC (Bordereau d’Identication Électronique de Traçabilité des Cargaisons)
• The Gambia – CTN (Cargo Tracking Note)
• Ghana – CTN (Cargo Tracking Note; also referred to as ECTN in practice)
• Guinea (Conakry) – ECTN
• Guinea-Bissau – CEE (Certificado Eletrónico de Embarque)
• Ivory Coast (Côte d’Ivoire) – BSC (Bordereau de Suivi de Cargaison)
• Liberia – CTN
• Libya – ECTN
• Madagascar – BSC
• Mali – BSC
• Niger – BSC
• Nigeria – ICTN (International Cargo Tracking Note)
• Senegal – BSC
• Sierra Leone – BSC (sometimes called ENS)
• Somalia – ECTN
• South Sudan – ECTN
• Togo – ECTN
• Yemen – ACD

Each country’s program has its own nuances (name, issuing platform, fees, etc.), but all serve the same function of pre-registering cargo information. Always check the current requirement for your specific destination before shipping, as regulations can change and new countries may introduce ECTN certificate rules​. Not having the required certificate for these destinations can result in penalties, cargo being held, or refusal of entry, so it’s crucial to know when it’s needed.

Documentation Required for an ECTN Application

To apply for an ECTN certificate, you will need to gather several key shipping documents in advance. Having complete and correct documentation is critical, as the ECTN document details must match the actual shipment documents exactly. The common required documents for an ECTN application include:

• Commercial Invoice: The invoice for the goods, showing the cargo’s value, seller, buyer, and a description of the goods.
• Bill of Lading (BL): The bill of lading or sea waybill issued by the carrier, containing details like the shipper, consignee, vessel, voyage, ports of loading and discharge, container numbers (if any), weight, and cargo description.
• Packing List: A detailed packing list describing the contents of each package or container, including weights and dimensions.
• Freight Invoice: If the freight cost is not shown on the commercial invoice, a separate freight cost invoice (from the carrier or forwarder) may be required to document the shipping charges.
• Export Customs Declaration: In some cases, a copy of the export customs declaration (from the origin country) is requested to verify the cargo details and origin.
• Others (if applicable): Some countries might ask for additional paperwork such as a certificate of origin, import license, or insurance certificate, depending on the nature of the goods.

It’s best to prepare digital copies (PDF or scanned images) of these documents, since the ECTN application is done online by uploading these files. Ensure all information is clear and matches across documents (for example, the gross weight on the invoice, packing list, and BL should be the same). Incomplete or incorrect documentation is one of the main causes of delays or rejections in the process​.

According to a global ECTN guide, the key documents you’ll typically need are the commercial invoice, the bill of lading, the freight invoice, and the packing list​. Having these ready will make the application smoother.

ECTN Application and Verification Process

How do you actually obtain the ECTN certificate? The entire process is handled by Global CTN, an authorized ECTN agent. We take care of everything from start to finish, ensuring a smooth and compliant certification for your shipment.

Step 1: Contact Global CTN
You (or your freight forwarder) simply need to reach out to us. Global CTN is an authorized agent for multiple countries, and we are responsible for managing the certification process on your behalf.

Step 2: We Handle the Application
Once you provide us with your shipment details—such as the shipper and consignee names, vessel and voyage number, ports of loading and discharge, container numbers, goods description, HS codes, quantity, weight, value, and other relevant information—our team will prepare and submit the application on your behalf. We ensure accuracy and compliance with the destination country’s regulations.

Step 3: Document Processing
You send us the required shipping documents, such as the Bill of Lading, commercial invoice, and packing list. Global CTN will review everything, match it with the shipment details, and take care of all necessary validations. Any discrepancies will be clarified and resolved directly with you.

Step 4: Payment and Verification
We will provide the payment instructions based on the destination country’s requirements. After payment, we coordinate the official verification process with the designated authorities. If a draft certificate is issued, we will review it with you to ensure all information is correct before final approval.

Step 5: Issuance of the ECTN Certificate
Once verified, the ECTN certificate is officially issued. We will send you the validated certificate, including the unique ECTN number, which you can then share with the consignee, shipping line, and any party involved in customs clearance. The ECTN number must be included in the shipping documents, such as the Bill of Lading or manifest, to ensure smooth clearance at the destination.

The entire online application and verification process can typically be completed within a few days if all goes well, but it requires careful attention. Always aim to do this before the cargo arrives at port – in fact, it’s best done shortly after the bill of lading is issued, so that there’s buffer time for any issues. If you stay proactive and responsive to any queries from the ECTN issuing agency, you can obtain the certificate without delaying your shipment.​

Step-by-Step Guide to Obtaining an ECTN Certificate

For clarity, here is a step-by-step guide summarizing how to obtain an ECTN certificate from start to finish:

1. Gather Your Documents.
2. Register with an Authorized Agent.
3. Complete the ECTN Application Form.
4. Submit the Required Documents.
5. Submit the Application and Pay the Fee.
6. Application Verification.
7. Receive the ECTN Certificate.
8. Attach the ECTN to Shipping Documents.
9. Present for Customs Clearance.

These steps cover the typical procedure to obtain an ECTN/CTN certificate. The key is to be thorough and proactive at each step – prepare documents, fill in accurate data, and don’t delay on payment or follow-ups. By following this guide, freight forwarders and shippers can navigate the ECTN application with minimal hassle.

Fees and Costs for ECTN Certificates

One important aspect of the ECTN process is the fee. Obtaining an ECTN certificate is not free – each certificate comes with a cost that can vary significantly by country and shipment. When planning your logistics, you should factor in these fees to avoid surprises.

• Variation by Country: Each country sets its own ECTN fee structure. Some countries charge a flat fee per shipment, while others calculate the fee based on specific parameters (such as the cargo’s value, weight, or number of containers). For example, a country might have a flat rate (e.g. $100 per ECTN), whereas another might charge a base fee plus a percentage of the cargo value. As an illustration, South Sudan introduced an ECTN service charge of $350 per shipment (per bill of lading or per container) in 2024​, which is a relatively high fixed fee. In contrast, a country like Cameroon or Ivory Coast might charge a smaller base amount plus a variable part depending on cargo volume or value. Always check the latest fee schedule for the destination country – this information is usually available on the ECTN portal or from the issuing agent.
• What the Fee Covers: The ECTN fee typically covers the issuance of the certificate and the administrative costs of the tracking system. It’s essentially a government or agency levy for the cargo tracking service. Note that this is separate from any customs duties or port charges; it’s specifically for the ECTN document.
• Payment Methods: Payment must be completed for the ECTN to be validated. As mentioned, some systems allow credit card payment during the application. Other times, you may need to wire transfer the fee to the agent’s bank account. A few countries require payment in a specific currency (e.g. euros for some West African countries, USD for others). The payment methods usually include bank transfer, online payment, or occasionally via a local partner agent​. Ensure you follow the instructions provided by the ECTN issuing authority to avoid any payment delays.
• Additional Service Charges: If you use a third-party agent or forwarder to handle the ECTN on your behalf, they might add a service charge. For instance, an agent may charge a processing fee in addition to the official ECTN cost. This can vary by provider, so it’s worth inquiring up front. Some large carriers or forwarders (like major shipping lines) also offer to arrange ECTNs for you, usually for a fee.
• Cost Range: As of now, ECTN certificate fees can range roughly from around $50 to a few hundred dollars (USD) per shipment, depending on the country. Most fall somewhere in the low hundreds or less. The high end includes cases like the $350 South Sudan fee or other specialized systems. On the lower end, some countries might charge $30–$60 for smaller consignments. Because of this wide range, it’s important to research the specific fee for your destination country’s ECTN in advance. A comprehensive guide notes that the cost of an ECTN varies based on destination and cargo specifics, and shippers should prepare for these expenses early​.
• Budgeting and Timing: It is advisable to budget for the ECTN cost early in your shipping planning​.Include it as part of your freight quotes or cost calculations. Also, be aware that late applications (closer to the ship’s arrival) might incur rush fees or, if the ECTN is obtained after cargo arrival, you could face penalties. If a shipment arrives without a required ECTN, not only will you still have to pay the ECTN fee to get one retrospectively, but the authorities may levy fines on top of that for non-compliance.

In summary, ECTN fees are an important cost factor in shipping to certain African countries. They vary widely by country and are often proportional to your cargo or have fixed rates. Make sure to verify the fee structure for your specific route, pay the fee on time, and incorporate it into your overall logistics budget.

Common Challenges in the ECTN Process and How to Avoid Them

Applying for and obtaining an ECTN certificate can come with a few challenges. Being aware of these common pitfalls can help you avoid delays or extra costs. Here are some typical challenges shippers face with ECTN/CTN certificates and tips on how to overcome them:

• Different Requirements by Country: Each country’s ECTN system has its own rules and quirks. For example, the required data fields, formats, or additional documents might differ. This can be confusing, especially if you ship to multiple countries. How to avoid it: Research the specific requirements of the destination country beforehand​.Many ECTN issuing websites provide a checklist or guidelines – read these carefully. If you’re unsure, consult a local agent or a freight forwarder with experience in that country. Being informed will prevent mistakes like missing a required field or document.
• Inaccurate or Inconsistent Information: One of the most common reasons for ECTN application rejections is a mismatch between the information on the application and the supporting documents. For instance, if the invoice says 10,000 kg but the BL says 9,500 kg, or if names and addresses aren’t consistent, the issuing authority will flag it. How to avoid it: Double-check all data you enter against the original documents. Ensure consistency in spellings of names, addresses, cargo descriptions, values, and numbers. It helps to have one person cross-verify everything before submission. Remember, accuracy is crucial – incorrect applications can lead to significant delays​, so take the time to get it right.
• Tight Time Frames and Last-Minute Requests: Sometimes shippers realize late that an ECTN is needed, or paperwork (like the BL) isn’t available until right before vessel departure, leaving little time. Additionally, some ECTN approvals might take a couple of days, so a last-minute application could risk the certificate not being ready by the time the cargo arrives. How to avoid it: Start the ECTN process as early as possible. As soon as you have the essential details (even if the final BL isn’t ready, you might start with a draft BL), reach out to the issuing agent or get the application in progress. Starting early provides a buffer to handle any issues. If your shipment is urgent, inform the ECTN agent of the deadline so they can prioritize it if possible. Essentially, don’t wait until the cargo is about to arrive to begin the process.
• Fragmented Process and Multiple Stakeholders: The ECTN process often happens outside the main shipping workflow​.You might have to deal with a separate entity (the ECTN issuing company) unrelated to your carrier. If you ship to various countries, you might end up dealing with multiple ECTN vendors or platforms​.It can be hard to figure out who to contact for each country, and managing different accounts or contacts is cumbersome. How to avoid it: Maintain a directory of ECTN contacts/platforms for the countries you ship to, so you know exactly where to go for each one. Alternatively, consider using a specialized service or agent that can handle ECTNs for all required countries on your behalf – this way you have a single point of contact. Some large logistics providers offer multi-country ECTN services, which can simplify things. Planning ahead and organizing the information (logins, emails, guidelines for each country) will save you scrambling each time.
• Payment and Technical Delays: Sometimes payments can take time to clear (especially bank transfers), or you might encounter technical issues with an online portal (login problems, upload errors). These issues can delay the issuance if not resolved quickly. How to avoid it: When possible, use fast payment methods (credit card or an expedited transfer) and do it as soon as you submit the application. Keep proof of payment in case you need to prove to the agent that you paid. For technical issues, reach out to the platform’s support immediately – most ECTN sites have IT support contacts. It’s also wise to use supported browsers (some older government sites might work best on Internet Explorer or a specific browser – check their notes). If you don’t receive confirmation of submission or payment, follow up rather than assuming all is well.
• Changing Regulations or Lack of Awareness: Regulations can change (a country might introduce an ECTN requirement or change the provider) and sometimes shippers simply aren’t aware they needed an ECTN until the cargo is en route. This can result in cargo being held on arrival. How to avoid it: Stay updated on trade and documentation requirements for the countries you deal with. Before shipping to any new destination, double-check if there’s any cargo tracking note requirement or other waivers needed. Customs websites, trade notices, or logistics news sources can provide updates. When in doubt, ask the importer or local partner if an ECTN is mandated. It’s better to spend a little time researching than to find out post-departure that you needed one.

By anticipating these challenges, you can take proactive steps to mitigate them. In summary, know the specific requirements, ensure complete accuracy, start early, and keep organized. Many freight forwarders have learned from experience that a systematic approach to ECTNs prevents headaches down the line. If needed, don’t hesitate to utilize expert services or consult with colleagues who have navigated ECTN processes in the destination country – a bit of insight can go a long way to avoid common pitfalls.

Final Steps: Attaching the ECTN Certificate and Customs Clearance

After successfully obtaining the ECTN certificate, there are a few final steps to ensure your shipment clears customs smoothly at the destination:

• Include the ECTN Number on Shipping Documents: Most countries require that the ECTN number is noted on the Bill of Lading or cargo manifest. This is how the port authorities know an ECTN has been filed for that shipment. If you received the ECTN number after the BL was issued, inform your shipping line and the consignee of the number. The carrier might update the manifest or at least have a record of it. Some countries’ customs systems automatically link the ECTN with the manifest if the number is provided.
• Attach the ECTN Certificate Printout: It’s good practice to print out the ECTN certificate (the PDF document) and include it with the physical documents (like the original BL or other papers) that travel with the shipment or are sent to the consignee. Even though ECTN is an electronic document, having a printed copy can be helpful for the consignee’s customs broker during clearance, especially if they need to show it to any officials.
• Consignee Preparation: Make sure the importer/consignee knows that an ECTN is in place and has the certificate or at least the reference number. Often, the consignee or their customs clearing agent will be the one to present the ECTN to the customs authorities. Provide them with all the details they might need (for instance, the ECTN reference, date of issuance, and the issuing agency’s name). This will help them verify it on their side.
• Customs Verification: Upon arrival of the goods, during the customs clearance process, the customs officers will verify the ECTN. This might be done electronically (they check in their system using the ECTN number) or manually by inspecting the certificate. They will look to confirm that the ECTN is authentic, corresponds to that shipment, and was obtained before arrival. Since the ECTN contains detailed cargo info, customs uses it to cross-check the declaration made by the importer.
• Clearance and Release: If the ECTN is valid and everything matches, the shipment proceeds with the normal customs clearance (payment of duties, inspections if any, etc.). With the ECTN in hand, this process is usually straightforward, since the data was pre-registered and any issues likely resolved beforehand. Once duties are paid and documents are in order, the goods are released to the importer.
• If No ECTN or Issues: It’s worth noting what happens if these final steps are not in place. If a shipment arrives without a required ECTN certificate, the customs will typically hold the cargo. The importer would then have to scramble to obtain a retrospective ECTN (often incurring a penalty for late filing). This can lead to significant delays, storage fees at the port, and fines. In worst cases, heavy non-compliance fines are levied, or the cargo might even be sent back. That’s why obtaining and attaching the ECTN well in advance is so important. As Maersk notes in its guidance, the ECTN must be obtained and paid for beforehand, and then presented to customs during clearance​.
• Carrier Requirements: Some shipping lines will not load a container for an ECTN-required destination unless you provide the ECTN number (or proof that it’s being processed). This is not universal, but it’s another reason to get the ECTN done early and share the reference with the carrier. It ensures the carrier is satisfied that the shipment won’t face issues on arrival.

In summary, the final step is all about making use of the ECTN you obtained: incorporate it into your documentation flow and ensure the right parties have it. With the certificate attached and its number communicated, your shipment will be ready for smooth customs clearance. The ECTN essentially becomes one of the key documents (like the BL or commercial invoice) that customs must see to release the cargo.

Tips for a Smooth ECTN Application Process

To wrap up, here are some practical tips to ensure the ECTN certificate procedure goes smoothly from start to finish:

• Plan Ahead and Verify Requirements: Before shipping, verify if an ECTN (or CTN/BESC) is needed for your cargo’s destination. Check the latest regulations or ask the destination agent. Planning ahead will save you from last-minute scrambles.
• Use Reliable Information Sources: When filling out the ECTN form, use the final commercial documents as your source for data. Do not guess or use outdated information. It’s helpful to create a checklist of all data points needed (e.g. weights, values, HS codes) and fill it systematically to avoid omissions.
• Ensure Complete Accuracy: Accuracy is paramount in ECTN applications. Typos or mismatches can cause delays​.For instance, ensure the consignee name and address on the ECTN matches exactly what’s on the BL and commercial invoice. Even small differences can raise flags. Take the time to review all entered data carefully before submitting.
• Prepare Documents in Advance: Have all the required documents scanned and ready before you start the application. Name the files clearly (e.g. “BL.pdf”, “Invoice.pdf”) to avoid confusion when uploading. This preparation makes the online application quicker and reduces the chance of forgetting a document.
• Start the Application Early: Initiate the ECTN process as soon as you have key shipment details (often once the BL is issued, or at least the draft BL). Starting early gives you time to handle any issues and ensures the ECTN is approved well before the cargo arrives. It also means if there’s an issue with the platform or payment, you have time to resolve it.
• Monitor Application Status: After submission, keep an eye on the application status online or follow up with the agent. If the portal shows the ECTN is “pending” or “awaiting approval”, and it’s taking longer than expected, reach out to ensure everything is on track. Sometimes a quick follow-up call or email can expedite things or reveal if something is needed.
• Be Responsive to Queries: If the ECTN issuing authority contacts you for additional information or corrections, respond immediately. Any delay in answering their queries will directly translate into a delay in getting the certificate. Clear up any discrepancies they point out and provide any extra documents requested (for example, occasionally they might ask for a corrected document or an explanation for a value, etc.).
• Budget for the Fee: Remember to budget for the ECTN fee in your cost calculations. Don’t let it be an afterthought, as unpaid fees will stall your application. If you’re quoting a shipment to a client, you may want to mention the ECTN fee as a separate item so they’re aware of it.
• Keep Proof of ECTN: Once you receive the ECTN certificate, save it securely and make backup copies. Treat it like any other critical shipping document. If the importer misplaces their copy, you should be able to resend it quickly.
• Inform All Parties: Make sure the relevant parties know the ECTN is done. This includes the shipping line (for manifest purposes), the importer, and the customs broker at destination. Provide them with the ECTN number and a copy of the certificate. Good communication ensures no one is caught off guard at the port.
• Stay Updated on Changes: Regulations can change, or a country might switch the agency in charge of ECTNs. Stay in touch with industry news or subscribe to updates if available. For example, if a country decides to alter the fee or the platform, knowing ahead of time will help you adapt without disrupting shipments.
• Consider Expert Help for Complex Cases: If you’re new to ECTNs or dealing with a particularly complex shipment, consider using the services of a freight forwarder or specialized ECTN agent who is experienced. They can guide you or handle the process, reducing the risk of errors. While this comes at a cost, it can be worthwhile for peace of mind and to avoid costly mistakes in challenging scenarios. electronic cargo tracking note necessary documents

By following these tips, you can significantly smooth out the ECTN certificate process. In essence, success with ECTN comes down to early preparation, careful accuracy, and proactive follow-up. With the right approach, obtaining an ECTN/CTN/BESC certificate becomes a routine part of your logistics workflow rather than a last-minute headache, ensuring your shipments to Africa are compliant and hassle-free.