Actual Time of Arrival (ATA) in Shipping — Meaning, Examples, and Buyer Insights

Actual Time of Arrival (ATA) is the confirmed timestamp when a ship, aircraft, truck, or container physically reaches its planned destination node (port, airport, terminal, warehouse). Unlike an Estimated Time of Arrival (ETA), which is a prediction, ATA is the final, factual arrival time used for billing, KPI measurement, and triggering downstream operations like pickup, customs clearance, and delivery scheduling.

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Why ATA matters for importers and exporters

• Late or unclear ATA causes stockouts, missed delivery windows, and extra costs (demurrage¹/detention²).
• Confusing ATA with ETAs or other milestones (e.g., discharge, cargo available) leads to poor planning.
• A clean definition and workflow around ATA helps you align inventory, trucking, customs, and customer commitments.

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Clear definitions: ATA vs ETA vs ETD/ATD and related milestones

• ATA (Actual Time of Arrival): The actual recorded arrival time at the destination node. For sea freight, carriers may record ATA when the vessel reaches the port limit, arrives at berth, or when containers become available. Define it clearly with your partners.
• ETA (Estimated Time of Arrival): A prediction of arrival based on schedules, AIS³ data, and port operations. It changes with congestion, weather, and routing.
• ETD (Estimated Time of Departure): Planned departure time from origin.
• ATD (Actual Time of Departure): Confirmed time the vessel/flight/truck departed the origin terminal.
• Arrival Notice: A formal message from the destination agent/carrier that a shipment is arriving and instructions for pickup, documentation, and fees.
• Proof of Delivery (POD): Evidence (typically signed) that goods reached the final consignee; not the same as ATA.
• Voyage Number / Flight Number: Operational identifiers used to track schedules and events.
• AIS Vessel Tracking: AIS is an automated maritime system that broadcasts a vessel’s position and speed; useful for real‑time ETA updates.
• Gate‑in / Gate‑out: Gate‑out is when a container exits the terminal with a truck; Gate‑in is when the empty container returns; both impact detention.
• Port Clearance Time: The duration from arrival to being cleared and available for pickup.
• Arrival Window vs Cut‑off: The requested time frame for arrival versus the latest acceptable time to hand over cargo for a sailing/flight.

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Common causes of ATA confusion

• Different definitions: Some carriers log ATA at “port arrival,” others at “berth alongside,” and terminals focus on “container available.”
• Time zone mismatches: ATA in local port time vs UTC causes 1–12 hour variance in multi‑region teams.
• Over‑reliance on ETA: Teams plan based on ETA without monitoring live variance or terminal events.
• Missing handshakes: No clear trigger from carrier/forwarder for when demurrage free time begins.
• Fragmented systems: AIS, carrier portals, terminal EDI⁴, and ERP use different timestamps.

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Event map: which timestamp to use for which decision

Event	Practical Definition	Who Provides	What You Should Use It For
ETA	Forecast arrival at port/airport	Carrier, AIS/flight data	Inventory projection; booking trucking windows; customs pre‑file
ETD	Forecast departure from origin	Carrier	Production cut‑off planning; supplier coordination
ATD	Actual departure from origin	Carrier/Port	Transit time calculation; KPI on schedule integrity
ATA	Actual arrival at destination node	Carrier/Port/Airport	SLA validation; billing; start of downstream workflows
Container Discharge	Box lifted off vessel	Terminal	Start of “available soon” status; plan trucking standby
Cargo Available	Container cleared and released by terminal/customs	Terminal/Agent	Triggers pickup; demurrage countdown often aligns here
Gate‑out	Container exits terminal	Terminal	Detention clock starts; delivery lead time tracking
Gate‑in (empty)	Empty container returned	Terminal	Stop detention; closing of container cycle
Arrival Notice	Formal notice to consignee	Destination agent	Document handover; fee visibility; pickup instructions
POD	Signed delivery confirmation	Trucker/Forwarder	Final customer service KPI; invoice release

Note: Always verify in contracts whether demurrage starts from “container discharge,” “availability,” or “ATA.” It varies by port and line.

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Operational checklist to manage ATA like a pro

• Establish definitions: Document whether ATA means “vessel at berth,” “port call,” or “cargo available” for each trade lane and carrier.
• Track variance: Measure ETA vs ATA variance weekly by lane, carrier, and voyage number.
• Align time zones: Adopt UTC in systems with automatic conversion to local time for operations.
• Link ATA to actions: Define what triggers trucking booking, customs filing, and warehouse labor scheduling.
• Capture next events: Record “cargo available,” “gate‑out,” and “gate‑in” alongside ATA for cost control.
• Use AIS and carrier feeds: Combine AIS vessel tracking with carrier status updates to stabilize ETA predictions.
• Monitor port congestion: Subscribe to port advisories; adjust your arrival windows and safety stock.
• Document arrival notices: Store arrival notices and agent messages; compare their times to ATA for audit.
• Set thresholds: Escalate when ETA slips more than 24–48 hours; issue a standard request for updated ATA and availability times.

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Message templates you can use today

• Template: ETA slip triggers ATA clarification
  Subject: ETA variance >24h — request confirmed ATA and cargo availability
  Hi [Carrier/Forwarder],
  We see ETA for Voyage [Voyage No.] shifted from [Old ETA, time zone] to [New ETA]. Please confirm:

  1. Expected ATA (port local time),
  2. Estimated container discharge,
  3. Estimated “cargo available” and free time start,
  4. Arrival notice expected time.
     We will rebook trucking based on “cargo available.” Thanks.

• Template: Arrival notice reconciliation
  Subject: Arrival notice vs ATA reconciliation — [BL No.]
  Hi [Destination Agent],
  Arrival notice shows [Date/Time]. Please confirm the terminal’s “cargo available” timestamp and demurrage free days. Share gate schedule and pickup instructions so we can book gate‑out accordingly.

• Template: Customs and delivery planning
  Subject: Customs release and delivery window — [MAWB/BL, Container No.]
  Hi [Broker/Trucker],
  ATA is [Date/Time, local]. Please advise expected customs clearance time and earliest gate‑out. Target delivery window is [Window], cut‑off [Cut‑off Time]. Update if variance exceeds 6 hours.

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Ocean freight example: interpreting ATA end‑to‑end
Scenario: FCL import from Shanghai to Los Angeles (Voyage COSCO‑CEN123)

Timeline (port local times)

• ETD Shanghai: May 02, 23:00
• ATD Shanghai: May 03, 02:10
• ETA Los Angeles: May 15, 06:00
• ATA Los Angeles (vessel arrived/berthed): May 15, 03:20
• Container discharge: May 15, 15:40
• Cargo available (terminal release): May 16, 09:30
• Gate‑out: May 16, 14:15
• Gate‑in empty: May 22, 10:10

How to plan:

• Inventory: Use ETA for forecast; switch to confirmed ATA once recorded and schedule labor for next day.
• Trucking: Book flexible windows aligned to “cargo available,” not ATA. ATA does not guarantee immediate pickup.
• Demurrage: If free time starts at “cargo available,” day 1 is May 16. Gate‑out on May 16 prevents demurrage charges.
• Detention: Starts at gate‑out (May 16). Return empty by agreed free days to avoid detention (returned May 22).

Commercial impact:

• If cargo available had slipped to May 18, a 2‑day delay could trigger demurrage and push delivery beyond the arrival window. Mitigate with earlier customs pre‑clearance and standby trucking.

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Air freight example: ATA vs cargo available
Scenario: Air import, PVG to LAX, MAWB 123‑4567890

Timeline (airport local times)

• ETD PVG: Jun 10, 12:00
• ATD PVG: Jun 10, 12:27
• ETA LAX: Jun 11, 08:30
• ATA LAX (aircraft on blocks): Jun 11, 08:41
• Cargo breakdown/ULD transfer: Jun 11, 10:15
• Cargo available (after customs and terminal release): Jun 11, 16:45
• Last‑mile pickup: Jun 11, 18:30
• POD: Jun 12, 10:10

Planning tips:

• ATA indicates aircraft arrival only. Do not dispatch trucks until “cargo available.”
• Use arrival notice from the destination agent to confirm release conditions and fee settlements.
• For urgent freight, ask for priority breakdown and pre‑clearance to compress “port clearance time.”

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How ATA affects demurrage and detention

• Demurrage relates to storage of a container within the terminal. The clock typically starts at “container available” (sometimes discharge), not at ATA, but policies vary by port and carrier.
• Detention relates to use of the container outside the terminal. The clock starts at gate‑out.
• Action: Add exact trigger events to your purchase contracts and booking instructions. Require carriers to declare free time start events in the arrival notice.

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SLA and contract language you can adopt

• “ATA Definition: ATA is recorded when vessel is berthed and first line ashore; timestamps in local port time.”
• “Demurrage Trigger: Free time starts at ‘cargo available’ as shown in terminal EDI; minimum 5 free days.”
• “Reporting: Carrier/forwarder will provide ETA and ATA in UTC and local time; notify if ETA variance exceeds 24 hours.”
• “Measurement: On‑time arrival KPI = ETA variance ≤ ±12h; Transit time variance reported monthly by voyage number.”
• “Availability Commitment: Cargo available within 24h after ATA unless customs hold; exceptions documented.”

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Data you should capture for continuous improvement

• ETA vs ATA variance (hours/days) by lane and carrier.
• Port clearance time: ATA to cargo available.
• Gate‑out delay: cargo available to gate‑out.
• Free time usage: days until gate‑out; days until gate‑in (empty).
• Holds and exceptions: customs exams, port congestion, weather.
• Cost correlation: demurrage/detention charges mapped to events.

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Root causes of late ATA and what to do

• Port congestion: Monitor advisories; add buffer to arrival windows; diversify ports where feasible.
• Weather and routing changes: Keep AIS tracking active; request proactive ETA updates from carriers.
• Document or customs issues: Pre‑file documents and HS codes⁵; align with customs brokerage early.
• Terminal capacity: Book trucking slots ahead; keep backup carriers for peak periods.

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Summary and buyer actions

• Standardize ATA and related event definitions in contracts and SOPs.
• Plan labor and delivery using “cargo available,” not just ATA.
• Track ETA slips with AIS and carrier feeds; escalate when variance exceeds threshold.
• Tie demurrage/detention free time to specific events; verify via arrival notice and terminal EDI.
• Measure transit time variance and hold weekly lane reviews with your freight forwarder.

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People Also Ask

What is ATA arrival?
ATA arrival is the confirmed timestamp when a transport unit (ship, aircraft, truck, or container) reaches its destination node, recorded by the carrier, port, or terminal. It is a final, factual time used for operations, billing, and KPIs, and it differs from ETA, which is only an estimate.

What is an example of estimated time of arrival?
In shipping, if a vessel is scheduled to reach Port of Long Beach at 06:00 on May 15, that 06:00 is the ETA. The actual time the vessel arrives—say 03:20—becomes the ATA. Planning uses ETA until ATA is recorded, then downstream tasks (discharge, cargo available, pickup) follow.

1. Demurrage: Reading the article will help you understand how terminal storage fees are triggered, how “free days” are calculated, and concrete tactics to reduce or avoid demurrage costs through better event tracking and contract language. ↩︎ ↩

2. Detention: Learn how container usage fees outside the terminal are measured, how gate‑out/gate‑in events start and stop the clock, and ways to optimize scheduling to minimize detention exposure. ↩︎ ↩

3. AIS: See how Automatic Identification System signals are generated, their accuracy limits, and how to integrate AIS feeds into ETA prediction models to improve planning and exception management. ↩︎ ↩

4. EDI: Understand common logistics EDI messages (e.g., CODECO, COARRI), how timestamp fields map across carrier and terminal systems, and how to reconcile conflicting event data for audit‑ready operations. ↩︎ ↩

5. HS codes: Learn how correct tariff classification affects duties, holds, and clearance times, with practical steps to pre‑file and reduce customs delays and compliance risk. ↩︎ ↩