Does a change of representative invalidate your ATA Carnet?
If your company is named in Box A, it’s still the carnet holder and remains responsible for how the carnet is used. Box B gives the representative details. If the same kit is making the same trip, the question to settle is who has authority to present it to customs.
Can another member of staff use the existing carnet?
Yes. The holder can authorise another employee to present the carnet. If your replacement is already named in Box B, they can present it as a named representative. If they aren’t named, they’ll need to carry a signed letter of authorisation with the carnet. Check the exact wording in Box B before relying on the letter.
If two colleagues are travelling, agree who’ll hand the carnet to customs before they set off. That’s the person whose authority you need to check.
Do you need a new carnet or a letter of authorisation?
Have the carnet in front of you and read Box B exactly as it’s written.
What Box B says
Your replacement is already named
‘Any authorised representative’
Only the original traveller is named
What to do
Hand over the carnet. They can present it as a name representative.
If your company holds the carnet, arrange a signed letter on company letterhead naming your replacement. Give them the letter to carry with the carnet.
Call the issuing chamber before relying on a letter. Read out the exact wording and ask what your replacement needs to present the existing carnet. Keep the issued carnet intact while you check.
The letter, sometimes called a letter of authority, needs to give the replacement’s full name and be signed by the holder. If your company holds the carnet, use company letterhead and get someone who can sign on its behalf. Customs can hold the goods while they wait for proof that your colleague is authorised.
Say your usual driver drops out the evening before a ferry crossing. Your company holds the carnet and Box B says ‘any authorised representative’. You get the letter signed that evening, put it with the carnet and tell your colleague where to take the van for the first customs stop. They know what to show and where to go before they pick up the keys.
If Box B names only the original driver, here’s what I’d ask the issuing chamber:
“Box B names our original driver, who can no longer travel. Can our replacement present this carnet with a signed letter of authorisation? Is there anything else they need for this route?”
Can you change your ATA Carnet representative on the day of travel?
It may be possible. If your replacement is already named, you can focus on handing over the carnet and briefing them. Need a letter? Find out who can sign it and whether you can reach them now. If you need an answer from the issuing chamber, call as soon as you know the traveller has changed.
I’d work back from when your colleague needs to be at customs. If they’re catching a ferry, the sailing time on the booking is only one part of the schedule. Check where they need to present the carnet and how much time to allow for that stop.
Before your replacement leaves
Confirm who’ll present the goods. Check that they’re named or have the required written authorisation.
Put the paperwork in their hands. Give them the carnet and any signed letter they need. Customs is a bad place to discover the letter is still on someone’s desk.
Talk them through the first customs stop. Tell them where to go, what to show and who to call if they get a question they can’t answer.
Need help checking your ATA Carnet before departure?
Have the carnet in front of you when you get in touch with Carnet Wizard. Start with the exact wording in Box B and when your replacement needs to be at customs. Have the carnet reference, your colleague’s full name and their route handy too. We can help you work out what to prepare and what to ask the issuing chamber.
If the issuing chamber confirms you need a new carnet, tell us when your colleague needs to be at customs so we can check what’s possible before they leave.
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