Document Collection: What You Need Before Applying for a Cargo Tracking Note (CTN)

Before your Cargo Tracking Note (CTN) can be issued, you’ll need to gather and verify a few key shipping documents. These documents are required by port authorities to confirm shipment details and ensure full compliance with each country’s regulations.

1. Bill of Lading (BL)

The bill of lading is the most important document for your CTN application. It shows shipment details such as shipper, consignee, vessel name, loading and discharge ports and container numbers. We can issue the draft CTN with only the BL, although we will need the remaining documents before proceeding with final validation.

2. Commercial Invoice (CI)

Your commercial invoice confirms the transaction value and description of goods. It should include:

• Seller and buyer information
• Itemized description of goods
• Currency
• Total value of goods
• Incoterms

If you are shipping household goods and do not have a commercial invoice, you can fill out our free commercial invoice template.

3. Freight Invoice (FI)

The freight invoice is not required if the freight value is mentioned on the commercial invoice. Shipments with incoterm FOB will need a separate freight invoice. The details will include:

• Cost of ocean freight
• Any additional charges
• Incoterm

4. Export Declaration

Some countries require the export declaration and others do not. It is important to check with AfricaCTN to confirm the document requirements for your destination country.

The export declaration verifies that your cargo has been cleared to be exported. It will include information such as HS code, weight and total shipment value.

5. Additional Documents

All countries require the first three documents, bill of lading, commercial invoice and freight invoice. Some countries require the export declaration and other countries require alternative documents such as the ARCCLA Form, FDI Import License, Packing List and more. You can check with AfricaCTN to get more information on your shipment to see if there are any additional document requirements.

Required Documents by Country

This is a table explaining what documents are required for each country. If the column has an ‘X’ in it then that document is required. If the column is empty then that document is not required. You can click on the country name to find the full guide on that country.

Verify Completeness

In order to get a validated CTN you must confirm that all documents are legible, have consistent details between, and are complete.

Don’t have all the required documents yet? No problem, AfricaCTN can issue a draft CTN with just the Bill of Lading. We will need the remaining documents before we can provide the validated CTN certificate.

Need Help?

If you’re unsure whether your documents are correct, our team can review them for you. Simply upload your bill of Lading and we’ll prepare your free draft CTN right away.