Your cargo has arrived: Understanding arrival notice in ocean freight shipping

An arrival notice is also called an arrival notification and notice of arrival (NOA).

It is a formal notification sent by the carrier (shipping company) to involved parties informing them that their shipment has arrived at its destination location. It is crucial for the recipient (or consignee) and other stakeholders, such as customs brokers and warehouse personnel.

• NOAs are typically sent a few days before the shipment’s estimated time of arrival (ETA).
• They help everyone involved prepare for the arrival of the goods, which can expedite the process of container unloading, customs clearance (if applicable), and last-mile delivery.
• The information in an arrival notice can vary, but it usually includes the vessel/voyage number, shipment’s tracking number, party details, container/goods specifications, estimated time of arrival (ETA), and any outstanding fees.

• Purpose: To inform relevant parties that a shipment has reached its destination.
• Who sends it: The carrier (shipping company).
• Who receives it: Typically, the consignee (receiver of the goods), but it can also go to the shipper, customs brokers, and other involved parties.
• Information included:
  • Estimated date and time of arrival (ETA)
  • Location of arrival (port, terminal, etc.)
  • Shipment details (tracking number, number of packages, etc.)
  • Any additional charges or fees

It acts as a communication bridge between the carrier and consignee.

The consignee can use the information on the notice of arrival (NOA) to plan for cargo release and associated processes, such as requesting a delivery order, arranging customs clearance, clearing any outstanding charges, and planning onward haulage.

Arrival notices also help in the following:

• Smoother operations: With a heads-up, you can arrange for warehouse space, transportation, and have staff ready to receive the goods. This keeps things moving and avoids any last-minute scrambling.
• Faster customs clearance: The notice tells you what’s coming, so your customs broker can have all the paperwork ready to whiz your shipment through customs without delays.
• Reduced fees: No one likes waiting at the port. An arrival notice lets you plan for pick-up, minimizing storage charges that rack up the longer your shipment sits around.
• Improved visibility: You get a clear picture of when your shipment will arrive, allowing you to track inventory better and plan for upcoming cargo release procedures.

Arrival notices are not mandatory in Spot shipping, but the consignee might receive a shorter notice compared to contract shipping. At Maersk, we believe in timely and transparent communication with our partners, so we always provide an NOA with all shipments.

With Maersk Spot, arrival notices are generated 1-4 calendar days before vessel arrival and sent to the consignee—to help prepare for necessary processes, customs clearance, payment of duties, and pickup processes afterward.

Who is responsible for arrival notice?

NOA is the responsibility of the carrier or the logistics service provider. In this case, Maersk will send the notice of arrival, informing the receiver about their Spot shipment.

Who will receive the notice of arrival?

With Maersk Spot, the primary recipients of the NOA are the consignee and first notify party.

If you miss an arrival notice, it won’t affect your freight’s transit. It will arrive at the port anyway.

But, the ‘freetime’ kicks in—i.e., the time during which the freight can be stored free of charge at the port without accruing demurrage charges. Within this period, you need to complete the associated formalities (cargo release, customs clearance, unloading, etc.), or else you’d need to pay additional D&D charges.

If you’re pressed for time and a standard freetime window won’t be sufficient, you can purchase a Freetime Extension with your Maersk Spot booking, even when your shipment is in transit!

You can access the arrival notice via maersk.com or through notification subscriptions.

1. Via maersk.com

• Login to your Maersk account and land on the profile dashboard.
• Enter your shipment number and click on ‘Track’. This will take you to the ‘Shipment Details’ page for that particular freight shipment.
• Under the ‘Documents’ tab, you will see a link to “View Arrival Notice”.
• Click on the link and download your notice of arrival.

Note: The link to download the notice of arrival (NOA) document will be available 24-96 hours before the vessel's arrival at the destination port. Only the associated parties—the consignee, first notify party, and additional notify party—can access this document directly on Maersk.

2. Email notification subscription

• Login to your Maersk account and land on the profile dashboard.
• On the top-right corner of the page, hover over ‘Profile’ and click on ‘Notifications’.
• Click ‘Create new notification’ and select the “Arrival Notice” option.
• Further, choose the notification settings:
  • Shipment origin and destination
  • Identify the associated parties and stakeholders
• Finally, click ‘Submit’ to complete registration for getting the notification.

Note: You can register for multiple subscription requests for arrival notice. When it’s time for vessel arrival at the port and if your subscription request matches with the shipment, Maersk will automatically send you an email with the arrival notice document as a PDF attachment.

Even though these documents are meant to streamline the shipping process, some issues can still crop up. Here’s listing some problems with arrival notices and how you can handle them:

Problem: Incorrect information in the arrival notice

Impact: Delays due to confusion over details like quantity, description, or fees. Issues with customs clearance if there’s a mismatch in declared contents. Here’s how to handle it:

• Verify the details: Carefully compare the information in the arrival notice with your purchase order, bill of lading (B/L), or other shipping documents.
• Contact the carrier: If there are discrepancies, immediately contact the shipping line to clarify and ensure they have the correct information. This might involve contacting the sender as well to rectify any errors on their end.

Problem: Late arrival notice

Impact: Difficulty arranging timely pick-up or customs clearance, potentially impacting downstream operations. Here’s how to alleviate this:

• Communicate clearly: If you get the arrival notice later than expected, explain the situation to anyone involved in the receiving process (e.g., customs broker, warehouse) and work together to adjust plans and minimize delays.
• Use digital solutions: Some carriers (like Maersk) offer electronic arrival notices that can be integrated with your logistics software, streamlining communication. You could also set up custom notifications or alerts to stay updated regularly.

You can also set up Maersk Spot alerts for getting any updates. Here’s how:

1. Download the Maersk App on your device (available both on Google & iOS).
2. After installation, allow notifications from the Maersk App.
3. Login to your Maersk account. Select ‘Add a subscription’ on the home screen.
4. Afterward, you can follow the steps outlined above to set up subscriptions.
5. Confirm, and you’re all set to receive phone notifications as soon as there’s any significant movement in your Maersk Spot booking.

With Maersk Spot Alerts, you can also get notified when we open for bookings on selected routes and secure vessel space early. Set up as many alerts for your shipment to stay informed about your cargo’s routes, tracking information, and other essential details.

Receiving arrival notice is good news! It means your shipment is nearing its destination and will be ready for pickup soon. Here’s a step-by-step guide on what to do after receiving an NOA:

1. Review the arrival notice details. Carefully examine the information provided in the arrival notice. This typically includes tracking number, shipment description, ETA, and outstanding fees or associated charges.
2. Inform relevant parties. If others are involved in receiving the goods (e.g., warehouse personnel, customs broker), notify them about the shipment’s impending arrival and any specific requirements for handling.
3. 2 Gather the necessary documentation, including commercial invoices, packing lists, certificates of origin, and any other permits or licenses required by your country’s regulations. The Incoterms used in your purchase agreement might influence the documents required.
4. Arrange for pick-up or delivery. Depending on the Incoterms used and your agreement with the seller, you might be responsible for arranging pick-up from the port or terminal. Schedule the pick-up for a date close to the arrival date.
5. Prepare for receipt. Ensure you have the necessary personnel available to receive the goods at the designated location on the arrival date. If required, have any permits or documentation ready for presentation at the pick-up point.