A Step-by-Step Guide for Exporters, Freight Forwarders, Shipping Lines and Logistics Providers
When shipping cargo to many African destinations, obtaining a valid Electronic Cargo Tracking Note (ECTN) is a mandatory compliance requirement before cargo arrival. Depending on the destination country, the certificate may also be referred to as ECTN, CTN, BESC, BSC, BIETC, FERI or ACD, but the purpose remains the same: to provide advance cargo information to the destination authorities and facilitate customs clearance.
At OASCS (Office Africain de Suivi des Cargaisons et Services), we assist exporters, importers, freight forwarders, shipping lines and logistics companies throughout the entire application process, from document review to final certificate issuance.
This guide explains how the ECTN application process works.
Step 1 – Confirm Destination Country Requirements
Before preparing an application, it is important to determine whether the destination country requires an ECTN or similar Cargo Tracking Certificate.
Different countries may apply different names and documentation requirements, including:
- ECTN (Electronic Cargo Tracking Note)
- CTN (Cargo Tracking Note)
- BESC
- BSC
- BIETC
- FERI
- ACD
Documentation requirements and submission deadlines vary from country to country. Therefore, the first step is to confirm the applicable regulations before shipment departure.
Step 2 – Prepare the Required Shipping Documents
For most ECTN applications, the following documents are required:
Core Documents
- Bill of Lading (Draft or Final)
- Commercial Invoice
- Freight Invoice
Depending on the destination country and cargo type, additional documents may also be requested, such as:
- Certificate of Origin
- Packing List
- Import License
- Customs Authorization
- Vehicle Registration Documents (for used vehicles)
- Insurance Certificate
To avoid delays, all documents should be complete, legible, and consistent with one another.
Step 3 – Submit Documents to OASCS
Once the required documents have been prepared, they can be submitted to OASCS for review.
Our compliance specialists will examine the shipment information, verify document consistency, and confirm the specific requirements applicable to the destination country.
During this stage, our team may contact you if additional information or supporting documents are required.
Step 4 – Receive the Draft ECTN
After reviewing the documents, OASCS will prepare a Draft ECTN for verification.
The Draft ECTN summarizes the information contained in the shipping documents, including:
- Shipper details
- Consignee details
- Cargo description
- HS Codes (where applicable)
- Cargo value
- Freight amount
- Vessel information
- Port of Loading
- Port of Discharge
The draft certificate allows all parties to verify the shipment details before final validation. This is one of the most important stages of the process because corrections are significantly easier before submission to the authorities.
Step 5 – Verify and Approve the Draft
Before validation can proceed, the applicant should carefully review the Draft ECTN.
Particular attention should be paid to:
- Shipper and consignee names
- Bill of Lading number
- Cargo description
- Container numbers
- Vehicle VIN numbers (if applicable)
- Cargo values
- Vessel name and voyage number
- Port information
Any discrepancies should be reported immediately so corrections can be made prior to final submission.
Step 6 – Complete Payment
Once the Draft ECTN has been approved, OASCS will issue the corresponding invoice.
After payment confirmation, the application proceeds to the official validation stage.
Please note that validation cannot begin until payment has been received and all required documentation has been approved.
Step 7 – Official Validation and Certificate Issuance
Following payment confirmation, OASCS submits the application through the appropriate authorized channels for validation.
Once approved, the final validated ECTN Certificate is issued and delivered electronically in PDF format.
The validated certificate should be retained together with the shipment documents and provided to the consignee where required for customs clearance procedures.
Best Practices for Faster Approval
- Submit final shipping documents whenever available.
- Ensure all values are consistent across the Commercial Invoice, Freight Invoice and Bill of Lading.
- Verify cargo descriptions carefully.
- Confirm vessel name and voyage number directly from the carrier.
- Check destination country requirements before shipment departure.
- Apply several business days before the validation deadline.
Why Work with OASCS?
OASCS (Office Africain de Suivi des Cargaisons et Services) provides professional Cargo Tracking Certificate support services for international shipments destined to selected African countries.
Our team assists clients with:
- ECTN Certificates
- CTN Certificates
- BESC Certificates
- BSC Certificates
- BIETC Certificates
- FERI Certificates
- ACD Certificates
By combining compliance expertise, document verification and dedicated customer support, OASCS helps exporters and logistics professionals reduce delays, avoid penalties and ensure smooth customs clearance procedures.
For assistance with an upcoming shipment, contact the OASCS Compliance Team to verify the requirements applicable to your destination country before departure.