Preparing an ECTN, ACD or other Cargo Tracking Certificate may seem straightforward, yet even minor documentation inconsistencies can delay approval. Since the certificate reference is typically required before the Bill of Lading is finalised and the vessel departs, any rejection during the review process can result in shipment delays, storage charges, destination penalties, or customs clearance issues.
Drawing on the review of more than 66,000 certificate applications covering shipments to Sudan, Djibouti and Somalia, our compliance team has identified six recurring documentation issues that account for the majority of rejected submissions. The good news is that every one of these problems can be prevented with careful document verification before filing.
1. Certificate of Origin Is Not Properly Stamped or Signed
One of the most frequent reasons for rejection is submitting a Certificate of Origin that has not been officially authenticated.
Only the final Certificate of Origin bearing the issuing Chamber of Commerce’s official stamp and authorised signature is acceptable. Draft copies or unsigned documents cannot be used for certificate validation.
Best Practice: Always obtain the finalised, officially authenticated Certificate of Origin before submitting your application.
2. The Bill of Lading Does Not Match the Final Carrier-Issued Version
Applications often begin using a draft Bill of Lading, but the approved certificate must ultimately match the carrier-issued Bill of Lading exactly.
Items that should always be verified include:
- Consignee information
- Cargo description
- Port of Loading and Port of Discharge
- Bill of Lading number
Even minor inconsistencies may require amendments before approval. Likewise, avoid combining multiple Bill of Lading numbers within a single certificate unless specifically permitted.
3. Insurance Value Is Missing for CIF or CIP Shipments
For shipments traded under CIF or CIP Incoterms, the insurance value is a mandatory part of the declaration.
A common oversight is declaring only the cargo value while omitting the insurance amount. The insurance figure should be reflected consistently on both the Commercial Invoice and the certificate application whenever applicable.
Best Practice: Verify the applicable Incoterm first, then confirm that the insurance value appears throughout the supporting documentation.
4. The Shipment Type Has Been Declared Incorrectly
The shipment type entered on the application must accurately reflect the actual transportation method.
Common shipment categories include:
- FCL
- LCL
- RORO
- General Cargo (Genco)
Applications are frequently returned when the declared shipment type does not correspond with the vessel or cargo arrangement. If the shipment configuration is unusual, it is always advisable to confirm the correct classification before filing.
5. Cargo Values Are Inconsistent Across the Documents
Another common issue involves discrepancies in the declared shipment value.
Freight charges should be listed separately from the value of the goods themselves. The Commercial Invoice, Freight Invoice and certificate declaration should all reconcile with one another to avoid correction requests during document review.
6. Vessel Name or Voyage Number Does Not Match the Bill of Lading
Although seemingly minor, incorrect vessel information remains a recurring reason for application amendments.
The vessel name and voyage number entered in the application should always be copied directly from the carrier-issued Bill of Lading. Differences in spelling, abbreviations or voyage details can delay approval.
Final Checklist Before You Submit
- Certificate of Origin is officially stamped and signed.
- The final Bill of Lading matches the application exactly.
- Insurance values are included where CIF or CIP Incoterms apply.
- The shipment type accurately reflects the actual cargo movement.
- Cargo values are consistent across all commercial documents.
- Vessel name and voyage number match the carrier-issued Bill of Lading.
About OASCS
At OASCS, our compliance specialists review thousands of Cargo Tracking Certificate applications every year across multiple African trade corridors. Most certificate delays are not caused by regulatory complexity, but by preventable documentation inconsistencies.
Our compliance team reviews thousands of Cargo Tracking Certificate applications each year and recommends completing this checklist before submission to minimise processing delays, reduce amendment requests, and improve first-pass approval rates.