ECTN Case Study: Managing a Split Bill of Lading for a Shipment to Lomé, Togo
A client initiated the Electronic Cargo Tracking Note (ECTN) process for a shipment destined for Lomé Port, Togo, Africa, by submitting the required shipping documents and requesting a draft. The application progressed normally, and an initial draft was prepared and shared with the client for review.
During this review stage, the shipping line made a last-minute operational decision and divided the original Bill of Lading into two separate Bills of Lading, as the containers were loaded onto two different vessels. This change occurred after the ECTN draft process had already begun. As a result, the client was suddenly faced with two Bills of Lading and updated commercial invoices, while the customs declaration for the shipment remained a single document. With vessel departure approaching and limited time to react, the client was unsure how to proceed and contacted us for guidance.
We immediately reviewed the situation and reorganized the draft structure to reflect the updated shipping documents. The original draft was revised, and a second draft was created, each aligned with its respective Bill of Lading. The customs declaration could not be separated, as the client did not have sufficient time to revise the original declaration and obtain a second one. Under this time pressure, we structured the drafts in a way that allowed the process to continue without delay, while ensuring the documentation remained clear and consistent for authority review.
To prevent confusion caused by the mid-process split, the documentation was presented in a transparent and structured manner, allowing the reviewing authorities operating under Antaser, Togo’s national coordination framework for port and cargo control, to clearly understand the background of the change. This approach ensured that the ECTN certificate issuance process could proceed smoothly despite the late operational adjustment.
Both drafts were then shared with the client, reviewed, and confirmed. Following confirmation, the applications were submitted for authority review and approved successfully. Two ECTN certificates were issued and delivered to the client before the vessel arrived at the destination port in Lomé, ensuring the shipment proceeded without penalties or operational disruptions.
This case highlights our ability to manage unexpected changes during the ECTN process, including situations where a Bill of Lading is split after the draft stage has already started and under significant time constraints. By adapting quickly, maintaining document consistency, and guiding the process professionally, we ensured a compliant and timely outcome for the client, even in a highly time-sensitive environment.
If you encounter a similar situation with a shipment to Togo or another country requiring an ECTN, feel free to contact expert agents for assistance.
