Understanding eNOAD: Required Timing, Filing & Mistakes to Avoid

eNOAD isn’t just another form. It’s the form. If you’re a vessel agent managing port calls into the U.S., you already know how serious it gets when the electronic notice of arrival isn’t submitted correctly—or worse, not submitted at all. And while the National Vessel Movement Center has guidelines published across a few PDFs and the federal register, they don’t exactly speak the language of a busy agent juggling 14 other things.

This post breaks down eNOAD into plain terms. We’ll cover who needs to file, when to submit, how to do it without pulling your hair out, and how to dodge the mistakes that get people flagged. More importantly, we’ll talk about how Base helps you stay on top of all of it—without duct-taping 10 spreadsheets together.

What Is eNOAD?

eNOAD stands for electronic notice of arrival/departure. It’s a legal requirement managed by the National Vessel Movement Center and enforced by the Coast Guard, Homeland Security, and a few other federal agencies who like to know who’s knocking before you show up at a U.S. port or place.

It tells authorities:

• Which vessel is arriving
• Where it’s coming from (foreign port or U.S. port)
• Who’s on board
• What’s in the tanks, holds, or cabins
• When it’s expected at the arrival port

It sounds simple. But when your crew is rotating, your schedule keeps changing, and your last shore-side support guy submitted the wrong Excel workbook, things unravel fast.

eNOAD helps agencies detect threats, manage certain dangerous cargo, coordinate spill response exercises, and confirm maritime compliance. It’s not optional. And no, you can’t file late just because your onboard computer had a meltdown.

Who Needs to File eNOAD?

Here’s the fast answer: if you work in the maritime industry with a vessel, there’s a good chance you need to submit an NOA.

Specifically, the following vessels must file:

• Any foreign vessel coming from a foreign port
• Any tank vessel, towing vessel, or passenger vessel involved in commercial service
• Vessels wrecked being towed for repairs? Still counts.
• Public vessels not currently rendering aid, doing actual spill response operations, or salving operations
• Ferry operators with a ferry schedule, unless you’re on a consistent fixed route that’s been pre-approved

Even vessels operating solely within the territorial seas or internal waters may have to file if they’re touching federal waters or dealing with mineral resources, dangerous cargo, or routing near the continental shelf or navigable waters. And depending on the nature of the call, your client might also need a customs bond in place to keep cargo moving once the vessel clears.

Required Timing for Filing

The timeline is where most people trip.

If your last departure point is a foreign port, the 96-hour rule applies: your eNOAD must be submitted no later than 96 hours before arrival at the next U.S. arrival port. If your trip is under 96 hours, the submission has to happen before you even leave—no exceptions, no wiggle room.

And if you’re dealing with an updated schedule, you’re responsible for submitting a new NOA with the revised first date, any crew or cargo changes, and the new arrival listed port. This isn’t just a formality.

You’re not submitting to check a box—you’re submitting so the Coast Guard, border protection, and Homeland Security can get your data, run their checks, and be ready when your vessel pulls in. Timing matters more than people think. Even a half-day delay can trigger inspections, throw you into a holding pattern, and start a domino effect that tanks your whole week.

And if things aren’t in order, you could be looking at a full port state control inspection, which no one wants when you’re already behind schedule.

How to File an eNOAD

Let’s be honest: filing an eNOAD isn’t hard in theory, but in the real world—with unstable internet, rotating crew, outdated forms floating around, and limited time—it can become a headache fast. And if you’re handling multiple vessels, juggling shifting ETAs, or waiting on last-minute info from shore-side support, things go sideways quickly.

Here’s how to do it right—step by step:

Step 1: Get the Right File

The only accepted format is the official Excel workbook from the National Vessel Movement Center (NVMC). This file isn’t optional, and using an old version or a form you found on someone’s desktop from three months ago won’t cut it. Head to the NVMC’s website and download the most recent published document. Bookmark it. Triple-check it’s the correct file. Then save it somewhere you can always access—even when internet access is spotty.

Important: They update this file periodically. Always download a fresh copy before a new submission cycle, especially if you’re managing a new vessel or route.

Step 2: Fill It Out Completely—and Accurately

This is where most mistakes happen. The NOA information you enter has to match the actual facts of the voyage. That includes:

• Vessel name, operator, and registry
• Departure details and ETA to the arrival port
• Crew manifest
• Cargo and passenger details (especially if the vessel is carrying certain dangerous cargo)
• Destination listed
• Whether the vessel is part of commercial service, a ferry schedule, or fixed route
• If any technical difficulties have been experienced
• Contact info for your designated shore-side support

If you’re working off an outdated crew list, wrong cargo manifest, or haven’t confirmed the first date of arrival, you’re opening yourself up to fines, delays, and possibly being held outside the port.

Also, if you’re a ferry operator or working with a passenger vessel, make sure the voyage matches your updated schedule. The NVMC will compare what you submit with what they already have on file.

Pro Tip: Save a master template for each vessel or route you manage. But always update it—don’t reuse old manifests or arrival info.

Step 3: Submit the eNOAD

You have two primary options to submit your completed form:

1. Email it to the NVMC (NOA.DQA@uscg.mil). This is the most common method. Make sure the email has the correct subject line and only includes the properly filled Excel file.
2. Upload it via the NVMC web portal. This requires consistent internet access and a working login. If your onboard computer is acting up or the network is unreliable, fall back on the email method.

Fax is still technically accepted, but only as a last resort—if you’re truly experiencing technical difficulties. You’ll need to note that in your submission, and they expect supporting documentation later if there’s a compliance review.

If you need to revise an eNOAD (new ETA, changed arrival listed port, new crew, etc.), you have to resubmit the entire workbook with the corrected information. No partial updates. No “just letting you know” emails. Full file. Every time.

Step 4: Confirm Receipt and Keep Records

This part is easy to overlook—and it’s where experienced agents shine. Always confirm that the NVMC received your submitted information. If you emailed it, check for the automated reply. If you submitted it through the portal, check the submission status.

And don’t stop there. Save the final file, timestamp your submission, and attach it to the job or project in your ops system. If you also need to track and lock in accurate timelines for arrivals, consider using a digital statement of facts to eliminate disputes and make time-stamping more reliable.

Create a submission log—especially if you’re managing multiple vessels, ports, or working with a large team. Include submission times, confirmation of receipt, and any re-submission notes if changes are made.

Bottom line: filing an eNOAD isn’t just about filling out a form. It’s about managing a time-sensitive, detail-heavy process with real legal and operational consequences. When your team has a clear workflow, accurate data, and a backup plan for technical difficulties, you don’t just meet the requirement—you avoid the chaos that comes when you don’t.

Pro Tips for Getting eNOAD Right

Most mistakes aren’t because someone’s lazy. They’re because people are rushed, under-informed, or trusting someone else to handle it.

Here’s what experienced vessel agents and operators do to stay on top of it:

Confirm Your Ferry or Fixed Schedule

If you’re a ferry operator or running on a fixed route, double-check your current schedule before filing. If you’re working off a new schedule, your NOA has to match it exactly.

Cross-Check Before Departure

Go back and review the submitted information before the vessel leaves. If the crew roster or cargo details changed, or the first date shifted, you need to resubmit—before arrival at the port.

Track Schedule Changes Across Jobs

Use a shared system to monitor updates to the updated schedule. If your shore-side support is working off old data, someone’s going to miss a deadline.

Log Every Submission

Even if you’re experiencing technical difficulties, document it. If your onboard computer crashes or the network drops mid-send, a clean log can save you during a compliance check.

Label with the Correct Destination

Always double-check the destination listed in the workbook. If the wrong arrival port is entered, border protection will catch it—and your vessel won’t move until it’s cleared up.

Bonus: if your vessel operator is managing multiple ports, create an SOP (a written document that outlines a step-by-step process) for who owns the submission by port zone. That alone saves hours.

How Base Helps Vessel Agents Stay on Top of eNOAD and Compliance

Base doesn’t replace the NVMC submission tool, but it absolutely makes your life easier when it comes to tracking what’s been filed, what still needs to be done, and who dropped the ball (if anyone did).

Here’s how Base supports your eNOAD workflow:

✔️ Keep every project tied to the right vessel, voyage, and port or place. No more toggling between spreadsheets, inboxes, or sticky notes.
✔️ Store the latest Excel workbook, NOA information, and submission files directly inside the job or project record.
✔️ Share access with your shore side support, clients, and internal teams. Everyone is working off the same data, with no guesswork.
✔️ Log departure and arrival port changes in one place. Your team can see who made the update, when it was changed, and why.
✔️ Use the Inbox and Job status tracking to get alerts when something needs re-submission or is creeping up on a deadline.

Base is a command center that helps you stay ahead of reporting requirements, paperwork deadlines, and team miscommunication. You get visibility across every vessel and port movement, even when schedules shift or crew rotates.

Conclusion on eNOAD

Let’s be real—eNOADs are nobody’s favorite part of the job. But getting them right? That’s what keeps your vessel moving, your client happy, and your inbox free of “why are we being held outside the port?” emails.

Base helps you stay on top of it all without the mess. Every job is tied to the right vessel, voyage, and port or place, so you’re not digging through 12 spreadsheets to find what you need. The most recent Excel workbook? Filed. NOA information? Attached. Submission status? Logged and shared with your whole team, including your shore side support. Everyone sees the same thing, so nothing gets lost in translation.

If there’s a departure update or a last-minute arrival change, it’s tracked in Base with names and timestamps. And when deadlines creep up, your Inbox and job statuses have your back—no surprises, no scrambling.

Key Takeaways

• The electronic notice of arrival (eNOAD) is legally required for most vessels entering U.S. ports from a foreign port or across key waterways.
• Timing is critical: 96 hours out, or before departure, depending on your voyage time.
• Submission errors are usually tied to poor tracking, old forms, or miscommunication with shore side support.
• Stay on top of changing reporting requirements, crew, and route changes by logging and sharing real-time data.
• Base gives your team a smarter way to organize compliance workflows, especially when managing multiple vessels, teams, or receiving facilities.

Frequently Asked Questions