When to Send an Advance Shipment Notice: Timing, Triggers, and Best Practices

Why timing matters

The question of when to send an Advance Shipment Notice is critical because the value of the ASN depends on providing meaningful lead time for planning. Too early and the data may become stale; too late and receiving teams lose the chance to pre-stage resources. This entry explains common triggers for sending ASNs, partner expectations, timing windows, and best practices so you can choose the right moment in your workflow.

Common triggers for generating and sending an ASN

• Shipment packing completion: The most common trigger is completion of the packing or loading process. Once pallets or cartons are sealed and logistic identifiers like SSCCs are assigned, the ASN can reflect the final packing hierarchy with confidence.

• Carrier pickup or tender: Many organizations send the ASN when the carrier is tendered the shipment or when a booking is made. This ensures that transport details like trailer ID and booking number are included.

• Dispatch or handover to a 3PL: When freight is handed to a 3PL or consolidator, the ASN can be issued to both the consignee and the consolidator to coordinate downstream handling.

• At dispatch for cross-border shipments: For international shipments, the ASN may be sent at dispatch to enable customs pre-filing and broker preparation.

Typical timing windows and examples

Timing requirements vary by industry and partner, but here are common expectations:

• Retailers and large customers: Many large retailers expect ASNs to be sent within a specific window prior to delivery, such as 24 to 72 hours before scheduled arrival, or immediately after shipment is dispatched but before arrival. Some enforce strict cutoffs tied to appointment scheduling.

• Distribution centers: For high throughput DCs, ASNs are often required 24 hours before arrival to allow dock scheduling and labor planning. For cross-docking, ASNs may be needed sooner to ensure coordination across multiple inbound and outbound flows.

• International shipments: For customs filing and broker preparation, ASNs may be required several days before arrival, particularly for ocean freight where port processes and consolidation add variability.

• Less formal arrangements: For small parcel or consumer-ready shipments tracked by carrier APIs, an explicit ASN may not be needed; carrier tracking updates serve the same function and typically occur at pickup or in transit.

Regulatory and compliance timing

Certain regulatory regimes require advance notice for specific commodities. In these cases, ASN-like data must be submitted within mandated timeframes to authorities to avoid detention or fines. Always check legal or customs requirements when shipping regulated goods.

Best practices for ASN timing

• Send ASNs after packing but before pickup: This provides accurate packing information and still gives the recipient lead time to plan.

• Establish partner agreed windows: Negotiate and document acceptable ASN lead times with key trading partners, and automate enforcement in systems.

• Update ASNs when details change: If ETAs shift, carrier assignments change, or contents are altered, send an updated ASN or an ASN correction promptly to avoid surprises.

• Automate generation: Generate ASNs from your TMS, WMS, or ERP at the point of shipment confirmation to ensure consistent timing and reduce manual errors.

• Include accurate timestamps: Provide pickup time, departure time, and estimated arrival so recipients can plan by real events rather than static dates.

Consequences of improper timing

Late ASNs can force receiving teams to react, causing longer unload times, missed appointment windows, and potential fines from retailers. Sending ASNs too early, before final packing, can lead to mismatches and exception handling. Both scenarios increase administrative work and lower trust between trading partners.

Handling partial shipments and multi-leg moves

When a purchase order is fulfilled in multiple shipments, send separate ASNs per physical shipment, each with its own identifiers and ETA. For multi-leg transport, provide ASNs at key handoffs or publish real time visibility updates using carrier tracking data in addition to the initial ASN.

Real world example

A food supplier consolidates daily shipments to a grocery chain. They generate ASNs as each truckload is loaded and before the carrier pickup at 1900 hours. The grocery chain receives ASNs by 2000 hours and uses them to book overnight receiving slots and to ensure temperature controlled docks are available. If a truckload is delayed, the supplier sends an ASN update with revised ETAs, allowing the retailer to rearrange receiving windows.

Final guidance

As a friendly rule of thumb, send an ASN once you have final packing details and before carrier pickup whenever possible. Agree on specific lead times with trading partners, automate ASN creation and updates, and treat ASN timing as part of your service level commitments. With good timing, ASNs become a reliable tool for smoothing inbound logistics and reducing surprises.