STARTER: here are some abbreviations. They all relate to
documentation and finance. Do you know what they mean?
1. B/L
B—l of l-----
2.
D/P: Do-u---ts aga---t p-y----
3.
EXW : Ex ----
4.
CIF : C—t, in-------, f------
5.
AWB :
Air w—b----
6.
IMO : int----- mo—y ord—
7. B/E : bill of e----------e.
8. L/C: L---------r of C---------
Question 1: complete this list of documentation used in
foreign trade with words from the box.
Approved | authority| required| commercial| indicating |
draft| receipt| conditions| carriage| hazardous
1. Commercial
invoice
A document that contains specific
information regarding the goods shipped and the _____ agreed between buyer and
seller.
2. Certificate of Origin
Document used in foreign trade which states
where the goods were produced. It is often _____ by customs authorities.
3. Packing
List
A document which specifies the contents of
any form of packaging, e.g. boxes, containers, cartons, without _____ the value
of the goods shipped.
4. Air
waybill
A contract between airline and shipper. It
is a shipping document which states the terms and conditions of _____ and is
also a receipt for the consignment.
5. Consular
invoice
A special kind of invoice sometimes
required by the importing country. It needs to be _____ by an embassy.
6. Pro
forma invoice
A _____ invoice which the seller prepares
before the actual shipment takes place.
7. Export
license
A document which is granted by a government
_____ and states that specified goods can be exported.
8. Custom
invoice
A specific document required by customs in
some countries e.g. US when importing goods. It includes more details than a
_____ invoice.
9. Dangerous
goods declaration
Certificate prepared by the
shipper/consignor which states that _____ goods are handled according to
international shipping regulations.
10. Bill
of lading
A contract between carrier and shipper which
specifies the goods to be shipped and the delivery terms. It is also a _____ of
shipment and accompanies the goods until they reach their destination.
Question 2: CB GLOBAL SHIPPING, US customer brokers handling
an international trade event, provide some instructions on their website. Put
the words in the correct order. The first word has been done already.
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CB GLOBAL SHIPPING
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To ensure customs entry and avoid delays, please read the following
instructions carefully:
1.
Provide/ you/ the goods/ to ship /
descriptions/ clear and detailed / of /wish
2.
Identify / to be/ HTS or BTN numbers/ by using
/ the goods/ shipped
3.
Clearly/ the items/ the value/ indicate/ of
4.
State/ were/ where/ manufactured/ the goods
5.
Send/ and packing list/ six copies/ the
commercial invoice/ of / prior to arrival/ fourdays
6.
The documents /details/ include/ the following
/must
7.
List/ of / each/ the quantity/ item
8.
Include / the documents / and signature/ the
person/ the name/ preparing / of
9.
Do not use/ and lump sum/ on / general
descriptions/ values/ your invoices
10.
Specify/ each /weight/ and dimensions/ the
contents/ of/ box.
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Question 3: There is a problem with an urgent delivery.
Listen to the three phone conversations and answer the questions.
Conversation 1:
1. Why
is the customer in Iceland upset?
2. Why
do they need the consignment to urgently?
Conversation 2:
3. What
went wrong with the shipment?
4. When
does Ms Egbert say she needs the consignment?
Conversation 3:
5. When
and how will the containers be shipped to Iceland?
6. When
should the containers arrive in Iceland?
7. Why
could the consignment be rejected at the gate?
Question 4: Complete the sentences with words from the box.
Then listen again and check.
Get back| the least| very sorry | be OK | just talked | find
out| should have | see to | seems that | sorted out | get on
1. Sorry,
I have no idea at the moment, but I’ll _____ .
2. OK,
I’ll _____ to this straight away.
3. I’ve
just checked all the documents and it _____ we used the wrong address.
4. I’m
_____ about this, Ms Egbert, but I’ll do everything I can to get this problem
_____.
5. I’ll
_____ to you as soon as I’ve spoken to the forwarder.
6. I’ve
_____ to our freight forwarders here in the UK.
7. That
way you _____ them by Friday afternoon.
8. Would
that _____ for you?
9. Yes,
I’ll _____ that.
10. It’s
_____ I can do for you.
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TAKING ACTION AND APOLOGIZING
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After a problem or mistake has been brought to your attention, it is
important to deal with it promptly. Note that we tend to use a more formal
style in written communication.
When responding to a customer, it is a good idea to acknowledge that
we are aware of the problem;
We are replying to your email of April 22nd informing us
that ….. (more formal)
Thank you for informing us about an error in our December statement.
(more formal)
Thanks very much for pointing out the mistake.
I understand there is a confusion in addresses/ delivery dates.
Then we say what we want to do (or have done) to solve the problem.
We often use phrasal verbs when talking about taking action:
We are looing into this matter and will contact you again later today
. (more formal)
I shall/ will get in touch with the forwarding agent at once.
I’ll take care of this straight away.
I’ll get on to that now.
I’ll see to this immediately.
I’ll get back to you on that as soon as possible.
We usually also apologize for the problem or mistake:
We would like to apologize for the inconvenience (more formal)
We very much regret this misunderstanding. (more formal)
I’m very sorry about that.
Let me apologize for this delay/ mistake/ error (once again)
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Question 5: Complete the sentences with verbs from the box.
1. I’ll
_____ to this immediately.
2. Can
I _____ to you on that in about half an hour?
3. OK,
I’ll _____ of that straight away.
4. Fine.
I’ll _____ with the courier people at once.
5. Thanks
for letting me know. I’ll _____ this right away.
6. Yes,
we’ll _____ into the case and call you back tomorrow.
Question 6: work with a partner to solve a problem. Use
phrases from this unit.
For A: Tell B that you have just found out you have shipped
the wrong products to them.
For B: Ask A what he/she wants to do about it.
For A: Apologize for the mistake. Tell B what you have done
so far.
For B: Tell A that you need the items urgently. You expect
to have them within two days.
For A: Tell B what you want to do next. Ask B if he/she is
happy with that.
For B: Thank A for help.
For A: End with friendly sentence.
Question 7: After arranging the express transport with the
forwarder, Peter, the logistics manager writes and email to confirm what has
been agreed. Choose the correct preposition.
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Dear Ms Charlesworth
As discussed at/on/to the phone this morning, we enclose shipping
order N*8987. Pleas arrange express transport of the consignment to Iceland
through Cargo Worldwide Express, as agreed. Please not that the goods musts
arrive on/in/at the customer’s premises at/on/in Selfoss, ice land, on
Friday, August 22 until/to/by 4 p.m. at the latest.
As agreed, the shipping costs from/for/to this consignment are $5000,
payable at/within/during 30 days of receipt of/from/by invoice. Please send
the freight invoice at/on/to the following address:
VITA COSMETICS Ltd
17 south road.
Uttara Dhaka, Bangladesh
Best Regards
Hasan Zaman
Logistics Manager.
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We use the prepositions by and until to describe different
situations:
By = something happens (or should happen) not later than a specific
point in time.
The consignment must be delivered by Friday.
Until/till = something continues up to a specific point in time.
The logistics manager will be away until Friday
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Question 8: Complete the sentences with by or until.
1. I’ll
make sure that the documents arrive _____ the end of the week.
2. We
have to arrange shipment _____ August 4th.
3. I’m
afraid there will be delays _____ the beginning of July.
4. They
said we would receive the consignment _____ Monday.
5. Call
me if there are any problems. I’ll be in my office _____6.30 today.
6. We
require the goods _____ March 15th.
Question 9: Match the payment methods (1-6) with the
definitions (a-f).
1. Advance
payment
2. Cash
on delivery
3. Open
account
4. Document
against payment
5. Documentary
credit
6. Bank
guarantee
a. Customer
pays immediately on receiving the goods. This service is usually provided by
the post office.
b. Used
to cover financial risk in international transactions e.g. if a buyer does not
pay.
c. The
exporter supplies the goods and the importer/customer pay for them at an agreed
date in the future.
d. Involves
the buyer’s and the seller’s bank. It is a promise made by the opening bank
that payment will be made on receiving documents that comply with the terms
agreed.
e. Also
called cash against documents (CAD). It means that the exporter has full
control over the documents until payment has been made by the importer.
f.
Customer/importer has to pay for the goods
before they are shipped.
Question 10: Three people are talking about payment methods
in their companies. Listen and complete the table.
Question 11: Listen again and say which of these statement
are true or false according to the recordings.
1. Most
of their European customers expect open account facilities.
2. Open
account terms are good for the exporter.
3. They
can take out special insurance against the risk of non-payment.
4. A
letter of credit is often used for customers you have worked with for a long
time
5. A
letter of credit is a very secure payment method.
6. Most
customer do not like advance payment.
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HANDLING PAYMENT
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It is common to let trading partners know when payment is requested,
has been mad, or has been received. This is usually done in a short standard
email or letter. More complicated international transactions sometimes
require additional information.
Requesting and arranging payment
Please find attached our pro forma invoice for order N*45-585.
We enclose a copy of your invoice. The original will be sent to you
together with the documents on settlement of our draft.
We have instructed our bank today to transfer/remit the amount of
$6,320 to your account with Royal Bank of Scotland
Please find enclosed a cheque for 745.55 in payment for your invoice
N^398379.
We enclose our draft for $23,294 drawn on pacific Bank, Seattle.
Could you please acknowledge receipt?
Acknowledging payment
Thank you for your credit transfer for $4,5000 in payment of our July
statement. Our bank has advised us today that your transfer for invoice N*Fr
93937 has been credited to our account.
We have received your draft for invoice no39598. Thank you for
sending it so promptly.
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Question 12: Here are some more sentences. Match the
beginnings of the sentences (1-8) with the endings (a-h).
1. We
enclose your statement of
2. Our
bank informs us that they have received the documents and will transfer
3. Thank
you for sending
4. We
are pleased to inform you that we have arranged for a
5. Please
find enclosed our band draft for $186786 as
6. We
would like to inform you that the amount of 337979 has
7. Please
transfer the amount of 30000
8. As
agreed, we are sending you
a. Credit
transfer through our bank for the amount of 200,00
b. Our
invoice for order NS923493 in duplicate
c. Your
draft of invoice n*SR 987987
d. Account
as of 23 August
e. Been
credited to our account today.
f.
to the following account.
g. Payment
on pro forma invoice Ns 989/79879
h. The
amount of $87897 to your account.
Question 13: look at the words in the box and exercise 11
and use your dictionary (if necessary) to complete the table.
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Verb
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Noun
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1. Remit
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2.
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Transfer
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3. Receive
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4.
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Draft
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5. Advise
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6. Pay
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7.
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Credit
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8. Acknowledge
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DEALING WITH ERRORS AND
MISTAKES IN TRADE DOCUMENTS, STATEMENTS AND INVOICES
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When dealing with errors it is particularly important to use polite
and diplomatic language. It is also a good idea to use passive sentences to
make your statements less direct and personal. If we want to inform someone
that there has been a mistake, we often use impersonal expressions with the
verbs seem and appear.
It seems/appears that a mistake has been made with regard to the
customs invoice.
There seems to be a discrepancy between the items listed on your June
statement and the goods delivered.
When checking your statement, we noted that invoice TX 235 has been
debited twice.
It is important to say what we will do or expect the other person to
do:
We are returning your invoice as the 2 per cent discount has not been
deducted from the total amount.
Could you please let us have a corrected/an amended invoice by
return?
Please confirm the corrected amount of ….
Could you make sure that weight and dimensions of the items are
specified on the commercial invoice?
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Question 15: Say which sentence in each pair is more polite and
/or less direct.
1. A.
you have made an error on the December statement.
B. there appears to be an error on the
December statement.
2. a. The discount has not been deducted from the total
amount.
b. you did not deduct the discount from the total amount .
3. a. there is a discrepancy between invoice and packing
list.
b. it appears that there is a discrepancy between invoice
and packing list.
4. a. could you let u s have a corrected invoice?
b. send us a corrected invoice.
5. a. A mistake has been made in invoice N* 09-234
b. there is a mistake in invoice N* 09-234
6. a. use the above bank account number for future transaction.
b. please make sure that the above bank account number is
used for future transactions.
