Do You Need an ECTN Certificate for Every Shipment? Here’s What the Rules Say

 If you've ever shipped goods to Africa, chances are you've come across something called the ECTN certificate—short for Electronic Cargo Tracking Note. It's not just another piece of paperwork; it's a regulatory requirement that can make or break your shipment’s journey to several West and Central African countries.

But one question keeps popping up in logistics forums and exporter FAQs alike: Do I really need an ECTN certificate for every shipment? The short answer is yes—but as with most things in global trade, the details matter.

In this article, we’ll demystify the rules around ECTN application, explore country-specific regulations, and help you avoid costly delays, fines, and shipment rejections. We’ll also highlight practical examples, common mistakes, and expert insights—without the legalese.

Let’s dive in.

What Is an ECTN Certificate? A Quick Refresher

An ECTN (Electronic Cargo Tracking Note) is a mandatory customs document required by several African countries to monitor and regulate incoming shipments. Also known in some regions as BESC, CNCA, or FERI, the certificate functions as a digital declaration of your cargo's full details before it arrives at the port.

This document includes information such as:

• Exporter and importer names
  
  

• Bill of lading details
  
  

• HS codes and descriptions of goods
  
  

• Freight cost and Incoterms
  
  

• Vessel name and voyage number
  
  

• Destination port and country
  
  

Customs officials use this data to pre-screen and track incoming goods, improve port security, collect accurate taxes, and reduce smuggling.

So, Do You Need an ECTN for Every Shipment?

✅ Yes—If You're Shipping to an ECTN-Mandating Country

If your destination country requires an ECTN certificate, then you must apply for one for each individual shipment. That means even if you send similar goods every week to the same customer in the same country, each shipment must have its own valid ECTN number.

This is because:

• Every shipment has unique variables—from bill of lading numbers to vessel names and shipping dates.
  
  

• ECTNs are shipment-specific, not blanket documents.
  
  

• Customs use the ECTN to cross-reference the exact cargo on board with what’s declared.
  
  

🚫 You Cannot Reuse an ECTN

Many exporters mistakenly assume they can reuse an old ECTN certificate or number. That’s a big no-no. An expired or duplicated ECTN can lead to penalties, container holds, or even outright denial of cargo at the port.

Why Is the ECTN So Important?

Think of the ECTN as your shipment’s passport. Just as a traveler cannot enter a country without a valid passport and visa, your cargo cannot enter certain African ports without a valid ECTN.

Here’s why countries enforce it:

• 🛃 Customs control: Helps prevent fraud and under-invoicing.
  
  

• 📦 Cargo visibility: Port authorities know exactly what’s arriving in advance.
  
  

• 💵 Revenue protection: Ensures accurate customs duties are calculated.
  
  

• 🛡️ Security enforcement: Helps track illegal or hazardous goods.
  
  

Country-Specific ECTN Requirements (2025 Updated)

Let’s break it down by country—because the rules do vary.

1. ECTN Benin

Benin strictly enforces the ECTN requirement for every sea freight shipment. No container can be cleared without a valid ECTN. All exporters must obtain this certificate prior to loading, not after.

2. ECTN Togo

In Togo, the ECTN must be validated before the vessel departs from the port of origin. If you ship without it, you risk delays and extra charges at Lomé port.

3. ECTN Burkina Faso

Though a landlocked country, Burkina Faso requires ECTNs for shipments routed through ports in Ghana or Ivory Coast. The ECTN must be tied to both the sea and inland transit documentation.

4. ECTN Burundi

Burundi’s regulations mandate an ECTN for all imports via the Port of Dar es Salaam (Tanzania). It’s especially crucial for high-value items like machinery or electronics.

5. ECTN Ivory 

One of the earliest adopters of the ECTN system, Côte d’Ivoire requires a certificate for all maritime shipments. It must be validated before the vessel’s arrival at Abidjan port.

How to Apply for an ECTN Certificate

The process can feel intimidating, especially if you’re new to African exports. Here’s a simplified breakdown:

1. Prepare documents: You'll need a commercial invoice, bill of lading, export declaration, and freight invoice.
   
   

2. Submit application: Use an authorized platform like the ECTN Africa Portal.
   
   

3. Pay fees: Fees vary by country and cargo type.
   
   

4. Receive ECTN number: Once approved, you'll get a unique ECTN number tied to that shipment.
   
   

5. Validate before departure: Most countries require the ECTN to be validated before the vessel leaves the port of loading.
   
   

💡 Tip: Always apply at least 48 hours before vessel departure to avoid last-minute issues.

What Happens If You Don’t Get an ECTN?

Let’s not sugarcoat it—skipping the ECTN can have serious consequences:

• ❌ Cargo delay or hold at the destination port
  
  

• 💸 Penalties or demurrage charges
  
  

• 🛑 Refusal of entry or forced return of goods
  
  

• ⛴️ Loss of shipping schedules and extra logistics costs
  
  

Case Study:
A UK-based exporter sent a container of auto parts to Cotonou without an ECTN. Customs refused clearance, imposed a €3,000 fine, and the container sat at port for three weeks—costing the exporter nearly €6,000 in storage fees alone.

Frequently Asked Questions (FAQs)

1. Can I apply for an ECTN after shipment?

It depends on the country. Some allow post-departure applications with penalties; others, like Benin and Togo, don’t.

2. Do I need an ECTN for air freight?

Generally, ECTN applies to sea freight only, but check with your country’s customs authority for updates.

3. Who should apply—the exporter or the freight forwarder?

Either can apply, but the exporter is usually responsible for ensuring compliance.

Expert Advice: Make ECTN Part of Your SOP

To simplify your export operations:

• 🗂️ Build the ECTN application into your standard operating procedures (SOPs)
  
  

• 🧾 Keep a checklist of documents ready for every new shipment
  
  

• 📆 Set internal deadlines that are at least 72 hours before the vessel’s departure
  
  

Exporters who embed ECTN planning into their workflow save time, reduce costs, and maintain strong client relationships through timely deliveries.

Conclusion: One Shipment, One ECTN—No Exceptions

So, back to our original question: Do you need an ECTN certificate for every shipment? The answer, unequivocally, is yes—if you’re shipping to a country that mandates it.

Each shipment is unique and must be documented as such. Think of the ECTN as a digital passport that customs officials use to track, verify, and clear your goods. It’s not optional, it’s not reusable—and it’s not something to leave for the last minute.

The good news? With the right preparation and a reliable ECTN service provider, the process can be smooth and stress-free.