ONE Costa Rica Update: ARRIVAL NOTICE – Procedural Instructions

ONE Customer,

We are committed to keeping your supply chain moving continuously, efficiently, and reliably. To ensure a smooth cargo release process, avoid delays, and prevent operational fines from the Line or Customs, please take note of the updated requirements and procedures for the Arrival Notice in Costa Rica.

1. Customer Instructions and Deadlines (CRUCIAL)

[NEW] Webform Tool: Manifest transmission instructions must be submitted exclusively through our new form at the ONE Manifest Transmission Form. No instructions submitted through any other channel will be accepted.

Submission Deadline: The webform must be completed at least 72 hours prior to vessel arrival.

Instruction Cut-off and Late Fees:

• No Fee: Instructions submitted more than 72 hours prior to arrival.
• Late Instruction (Late Fee): Instructions submitted within the 72 hours prior to arrival, as well as any changes to instructions after the initial submission, will be subject to a fee of USD 105.00 + VAT.
• Extra Late Instruction: Instructions submitted 24 hours prior to arrival or thereafter: USD 200.00 + VAT.
• Transmission Accuracy: Data will be transmitted exactly as stated on the BL. Any changes (packages, weight, packaging type, seal, description, or invoices) must be requested at origin and updated 72 hours prior to arrival.
• Post-Manifest Corrections: Once the manifest has been officially submitted to Customs, any changes will require formal customs processing, resulting in a USD 500.00 + additional costs, subject to prior authorization.
• [IMPORTANT] Crucial Requirement: If the BL was printed at origin, it is mandatory to present the original physical BL (Bill of Lading) at ONE's offices in order to initiate any cargo release process at destination. Digital copies will not be accepted for this purpose.

2. Information Requirements (TICA System)

The information on the BL and manifest must match exactly and include:

• Quantity, weight, and detailed description of the cargo in Spanish, per Container.
• Consignee's Tax ID / Cédula Tributaria.
• The consignee's email address for the Arrival Notice must be updated by the shipper at origin.
• Vehicles: Indicate the VIN number. Weight must be declared as PKG (if this is not the case, please contact your shipper urgently).

3. Logistics and Special Procedures

• Special Customs Procedures (Advance Filing and Special Regime): It is mandatory to indicate the importer's Cédula Jurídica. If the cargo is under the Carrier's responsibility, the complete address of the final destination must be provided.
• Change of Advance DUA: If the advance DUA is not generated, confirmation must be provided immediately so that the change can be processed in TICA, ET assigned, and the trip to the yard generated. The reason must be justified to Customs; no Credit Note (CN) will be issued for the prior advance filing request.
• Bonded Warehouse or Redestination: Indicate the full name and code of the destination terminal/warehouse.
• NVOCC / DUA: Confirm whether the shipment is NVOCC and whether DUA preparation is required (attach tax invoice, BL, Packing List, and official translation).

4. Documentation and Transportation Management

• Customs Deadline (DUA): Submit the DUA within the first 8 business days. Starting on day 9, Customs applies fines of USD 200.00/day (an amount over which ONE has no control). In these cases, a 3- to 6-month guarantee is required due to potential random Customs fines. Rates and rules are established by Customs and are subject to change.
• Bank Guarantee: Cash customers or Collect freight shipments require a guarantee deposit of USD 1,000 per Container.
• Own Transportation (Merchant / CY): Submit a Letter of Responsibility (LOI), valid insurance policies, and the carrier's Cédula Jurídica.
• OBL Printing and Release:
  • If the BL does not show the freight charges, the complete original set (3/3) must be provided. Printing cost: USD 50.00 + VAT.
  • To collect original BLs, please present the legal representation document (personería jurídica) and the official authorization form available for download at: ONE Costa Rica – Processes and Regulations.
  • OBL Delivery: Printed OBLs must be physically presented at our office in order to proceed with the destination cargo release process.

5. Billing and Key Contacts

Billing Instructions: If itemized invoices are required, this must be clearly indicated in your initial data entry instructions submitted through the webform. Changes requested after invoicing: USD 105.00 + VAT.

Key Contacts:

• Payments and Invoices: [email protected]
• Cargo Release (DUA Sealing): [email protected] (once the outstanding balance has been paid in full)
• Logistics (Placements / Appointments): [email protected]
• Placement Requests: Send the sealed DUA, proof of payment, and Container number with the subject "COLOCACION - [Container Number]" to [email protected].

6. Guarantee Refunds

The process for refunding the guarantee paid per Container (as indicated in Section 4) begins on the 15th business day after the empty Container has been returned to the depot. This period is required to verify any potential damages or demurrage/detention charges.

Guarantee Refund Processing Day: Thursday.

Requirements: Cédula Jurídica/Personal, name of the banking institution, account holder's name, IBAN account (USD), account type, and associated BL number.

We appreciate your cooperation and teamwork in keeping our operations smooth and efficient!

For any technical questions regarding the completion of our new webform, our team is ready to assist you at [email protected]. 

Thank you for shipping with ONE.
OCEAN NETWORK EXPRESS (LATIN AMERICA) AGENCIA MARÍTIMА LTDA.