Who Needs an ECTN: Parties Responsible for the Electronic Cargo Tracking Note

The question of who needs to obtain or handle an Electronic Cargo Tracking Note (ECTN) is one of the first practical concerns for anyone shipping to or from countries that require this document. In friendly, beginner-friendly terms: an ECTN is a mandatory electronic document in certain jurisdictions, and several different parties can carry responsibility for getting it right. Understanding roles and responsibilities helps avoid delays, fines, or refused loading.

Primary parties involved

• Shipper / Exporter - The shipper (or exporter) is often the party ultimately responsible for ensuring the ECTN is issued, because they control the shipment and the commercial documentation. In practice, shippers sometimes delegate the task to a freight forwarder or agent, but the shipper remains the owner of the invoice and the primary point of contact for correcting errors.
• Freight forwarder / Non-Vessel Operating Common Carrier (NVOCC) - Freight forwarders commonly prepare and submit ECTNs on behalf of their shipper clients. They have experience filling the required fields (commodity description, HS codes, weight, container numbers, consignee details) and interfacing with authorized ECTN platforms. Many importers and exporters rely on them because they understand the timing and format requirements.
• Authorized ECTN Agencies and Service Providers - ECTNs are usually issued through recognized online platforms or local agents authorized by the government or a national ECTN body. These providers validate the submission, generate the ECTN number, and often collect the required fee. Shippers and forwarders must use these approved channels to produce a valid ECTN.
• Carrier / Shipping Line - While carriers do not usually issue the ECTN, they check for its presence before accepting cargo for loading. Some shipping lines will refuse to load containers if a valid ECTN is required and absent. Carriers may also collect ECTN reference numbers as part of their documentation checks.
• Consignee / Importer - The consignee or importer should be aware of the ECTN because it affects customs clearance and the release of cargo at destination. In some contractual arrangements, importers may ask the exporter to provide the ECTN number before shipment.
• Customs and Port Authorities - National customs agencies and port authorities are the end-users of the ECTN. They use the document for risk assessment, revenue protection, statistical purposes, and release of goods at arrival.

Who chooses to act, and why?

Responsibility often comes down to who is best placed to supply accurate details and meet timing requirements. Exporters know commodity descriptions, declared values, and contractual party details, while forwarders are familiar with container numbers, vessel schedules, and local ECTN portal procedures. Most common practice is a collaborative model: the exporter provides source data, the forwarder or an authorized agent completes and submits the ECTN, and the service provider issues the ECTN number with a confirmation document that travels with the shipment.

Practical examples

• A small manufacturer exporting furniture might instruct their freight forwarder to prepare the ECTN, supplying commercial invoices and packing lists for the forwarder to enter into the platform.
• A large exporter with frequent shipments may have a logistics team or an in-house export manager who submits ECTNs directly through an authorized service provider's portal.
• An importer in a destination country might request an ECTN reference number before accepting a release notice from their carrier or customs broker.

Best practices and common mistakes

• Agree on responsibility in the sales contract or Incoterms: explicitly state whether the seller or buyer will provide the ECTN and who pays the associated fee.
• Use authorized platforms and verified agents: using unapproved providers can lead to invalid or rejected ECTNs.
• Confirm timing: many ECTN systems require issuance before vessel loading; last-minute submissions often cause fines or cargo detention.
• Double-check details: inaccurate HS codes, wrong consignee names, or incorrect container numbers are common causes of rejection and can be time-consuming to correct.

Final friendly note

If you are new to a trade lane that requires an ECTN, the simplest approach is to work with an experienced freight forwarder or local agent and to make sure the sales contract clearly assigns responsibility for the ECTN. That way all parties know who will do the work, who pays, and who will be contacted if something needs fixing. Clear communication prevents surprises at the port and keeps your shipment moving.