For most of an ocean voyage, a shipment is simply in transit. The arrival notice is the document that changes that. Once it lands, charges have to be settled, customs and freight release have to line up, and a pickup has to be planned before free time runs out.
This guide explains what an arrival notice is, who sends it, what it includes, how it differs from a pre-alert and a delivery order, and the checks a forwarder should run when one arrives.
What is an arrival notice in shipping?
Direct answer: An arrival notice is a document the ocean carrier or NVOCC sends to the consignee or notify party before a shipment reaches the port of discharge. It confirms the expected arrival, where the cargo will be available, the charges due and what is needed to release the cargo.
It is a notice, not a release. Receiving an arrival notice does not mean the container can be collected. It tells you what has to happen before it can be.
Who sends an arrival notice, and to whom?
When a shipment moves under both a master bill and a house bill, there may be two arrival notices:
- The carrier's arrival notice. The vessel-operating carrier sends it to the parties named on the ocean or master bill, often the destination NVOCC or forwarder.
- The customer's arrival notice. The destination NVOCC or forwarder may then send its own notice to the importer or consignee named on the house bill, with its own charges and instructions.
When both notices are used, the destination NVOCC or forwarder has to check the carrier's details against the shipment, apply its own charges and send a clear notice to the customer.
What does an arrival notice include?
Details vary by carrier and forwarder. An arrival notice may include some or all of the following:
- the bill of lading number (master or house),
- shipper, consignee and notify party,
- vessel name, voyage and the estimated time of arrival,
- port of discharge and place of delivery,
- container and seal numbers, with container type,
- cargo description, package count and weight,
- the terminal or location where the cargo will be available,
- charges due, such as ocean freight if collect, destination and handling charges,
- free time or an estimated last free day,
- what is needed for release, such as payment, the original bill or proof of customs clearance.
When do you receive an arrival notice?
Arrival notices are generally made available shortly before arrival, but timing varies by carrier, service and trade lane. The notice gives the consignee time to arrange customs, payment and pickup. If the ETA or charges change, a revised notice should follow, and the customer's notice should be updated too.
Pre-alert vs arrival notice vs delivery order: what's the difference?
| Document | Who sends it | When | What it's for |
| Pre-alert | Origin agent to destination forwarder | After departure | Shares the shipment documents so destination can prepare |
| Arrival notice | Carrier or NVOCC to consignee or notify party; forwarder to customer | Before arrival | Confirms arrival, charges and release requirements |
| Delivery order | Carrier or destination NVOCC/forwarder to the terminal or pickup party | After the issuer's documentary and payment conditions are met | Provides pickup instructions; collection still depends on all required releases and no holds |
The pre-alert starts the destination file, the arrival notice starts the release workflow, and the delivery order provides pickup instructions once the issuer's conditions are met. Terminal collection still depends on customs, carrier and terminal release status.
What should a forwarder do when an arrival notice arrives?
- Match it to the shipment. Check the bill, container numbers and parties against the file.
- Check the dates. Update the ETA and note the free time or estimated last free day. See last free day (LFD) in shipping.
- Check the charges. Compare them with the quote. Unexpected charges should be queried before the customer notice goes out.
- Prepare the customer's arrival notice. Include the arrival date, charges, the last free day and exactly what you need from the customer.
- Line up customs, carrier and terminal release. Confirm the broker has what it needs, that payment and bill requirements are in hand, and that no terminal holds remain.
- Plan the pickup. Book the trucker around the expected availability date, well before the last free day.
What are common arrival notice mistakes?
- sending the customer a notice with an ETA that has already changed,
- missing a charge that appears on the carrier's notice,
- addressing the notice to the wrong party or an old contact,
- leaving out the last free day, so the customer does not know the deadline,
- not sending a revised notice when the arrival or charges change.
Each one leads to the same place: a late pickup, a surprised customer or a demurrage bill.
Can arrival notices be automated?
Yes, and they are one of the best candidates. The carrier's notice arrives in a predictable format, the checks follow clear rules, and the customer's notice follows a template. An AI teammate can read the carrier's notice, match it to the shipment, flag differences in dates or charges, and prepare the customer's notice for review or send it automatically when the rules allow. We cover the workflow step by step in how AI prepares arrival notices for freight forwarders.
Where NavLogic fits
NavLogic is the AI teammate built for freight operations. It reads every carrier arrival notice, matches it to the right shipment and prepares the customer notice automatically, then sends it at the right milestone if your rules allow. When charges or dates do not match, it brings the difference to an operator with the documents attached.
Frequently asked questions
Is an arrival notice the same as a delivery order?
No. An arrival notice tells the consignee the cargo is arriving and what is needed for release. A delivery order or release instruction is issued after the issuer's documentary and payment conditions are met. Actual pickup still depends on customs, carrier and terminal release status and on there being no remaining holds.
Who issues an arrival notice?
The vessel-operating carrier issues the notice for the ocean or master bill. When a shipment also moves under a house bill, the destination NVOCC or forwarder may issue a separate notice to the importer or consignee.
How many days before arrival is an arrival notice sent?
It is generally made available shortly before arrival, but timing varies by carrier, service and trade lane. A revised notice should be sent if the ETA or charges change.
Does an arrival notice mean the cargo is released?
No. Cargo pickup generally requires customs release, the carrier's freight or steamship release, the terminal's release status and no remaining holds. Payment and bill of lading requirements may also have to be satisfied.
What is the difference between an arrival notice and a pre-alert?
A pre-alert is sent by the origin agent after departure to share the shipment documents. An arrival notice is sent before arrival to confirm the arrival details, charges and release requirements.
What should I check on an arrival notice?
Check the bill and container numbers, the ETA, the charges against your quote, the free time or last free day, and what is required for release. Then send the customer a clear notice with the deadline and anything you need from them.
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