How to Apply for a Cargo Tracking Certificate (ECTN, BESC, CTN) — Step by Step
The process for getting an ECTN, BESC, or CTN certificate is essentially the same regardless of the destination country. Here's exactly what to do, in the right order, so your shipment doesn't get delayed.
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Most of the time when shippers contact us about a delayed or penalised shipment, the problem wasn’t that they didn’t know the certificate existed — it’s that they left it too late, or they sent incomplete documents, or they waited for the final Bill of Lading before starting the application.
This guide is about avoiding all of that. Here’s the process, from start to finish, so you know what to expect and don’t get caught short.
Step 1: Confirm which certificate you need
The certificate required depends entirely on the destination country. Different countries use different names — ECTN, BESC, CTN, FERI, BSC, ACD — but they’re all cargo tracking certificates. If you’re not sure which applies to your shipment, check our country guides or just drop us a message with the destination and we’ll confirm.
Don’t assume the name doesn’t matter. A Cameroon BESC won’t satisfy a Togo ECTN requirement, even though they’re the same type of document. Each country’s certificate is issued by that country’s designated authority.
Step 2: Gather your documents — don’t wait for originals
This is the single most common cause of delay. Shippers wait for the original Bill of Lading before starting the application. You don’t need it.
For the initial application, a draft Bill of Lading is fine. Most issuing authorities will issue a draft certificate (which includes the reference number you need) against a draft B/L. You only need the final documents to get the validated certificate — and that can happen in parallel with the rest of your shipment process.
The documents you’ll need for most countries:
- Bill of Lading — draft copy is acceptable for the initial application
- Commercial Invoice — must show cargo value accurately; some countries require HS codes per line item
- Freight Invoice — required if freight cost isn’t broken out on the commercial invoice
- Packing List
Some countries have additional requirements:
- Angola (ARCCLA/CNCA): also requires the D.U. (Documento Único) from the Angolan importer, and a phytosanitary certificate for applicable cargo types
- Djibouti: stricter pre-arrival timelines — start the process at least 5 days before departure
- Madagascar: importer must be registered on the national platform before the certificate can be issued
- Egypt (ACID): separate system covers both air and sea freight under a different regulatory body
If in doubt about what your specific country requires, ask before submitting partial documents — it’s faster than going back and forth.
Step 3: Submit and get your draft certificate
Once you submit complete documents, we process the request with the relevant issuing authority. For most countries, a draft certificate — including the ECTN reference number — is ready within 1 hour of submission during business hours.
Some countries take longer:
- Angola: approximately 4 days from full submission to validation (the Angolan authority validates in batches)
- Djibouti: allow at least 5 days before vessel departure
- Madagascar: dependent on the national platform and whether the importer is already registered
The draft certificate will be sent to you for review. Check the following against your actual B/L:
- Shipper and consignee names and addresses
- Vessel name and voyage number
- Port of loading and port of discharge
- Bill of Lading number
- Cargo description, quantity, and declared value
- Freight value
Errors found at this stage are quick to correct. Errors found after the vessel has sailed are not.
Step 4: The ECTN number goes on the Bill of Lading
The ECTN reference number from your draft certificate must appear on the original Bill of Lading before the vessel departs. This is the critical point. If the number is missing from the B/L, the certificate is effectively useless at the destination port.
Make sure your shipping line, freight forwarder, or carrier includes the ECTN/BESC/CTN number in the B/L instructions. The exact field varies by carrier, but it’s usually in the “freight terms” or “special instructions” section, or on the face of the B/L under the relevant certificate field.
Step 5: Payment and final validation
Once you’ve reviewed the draft certificate and confirmed the details are correct, you pay the invoice. The fee structure is:
- Government base fee — set by the issuing authority; calculated as a percentage of cargo freight value or as a flat rate per B/L depending on the country
- Our service fee — a fixed fee on top of the government tariff; this is the same for all clients shipping to the same destination
After payment is confirmed, we submit the final validated certificate to you electronically. At this point, the process is complete. The certificate is on record with the issuing authority and will be matched against your B/L when the cargo arrives.
What happens if you miss the deadline?
If the vessel sails without the ECTN number on the B/L, you have a problem. The certificate cannot be processed after sailing — and most countries actively enforce this. At the destination port, cargo arriving without a valid certificate faces:
- Financial penalties (typically calculated on cargo value)
- Customs hold until documentation is resolved
- Ongoing demurrage and storage costs during the hold
- In some countries (Madagascar), cargo is returned to origin
If you’re already in this situation, contact us immediately. We have experience managing post-arrival cases and can in some circumstances help reduce the impact — but the sooner we’re involved, the more options there are.
The one-line summary
Start the application as soon as you have a draft B/L. Don’t wait for originals, don’t leave it to the day before sailing, and make sure the reference number makes it onto the Bill of Lading.
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