Planning & Arranging Transport (English for Logistics)

By Hasan Zaman Mohd. Reza-E-Rabbi -

Make a list of all the different factors that would influence your choice of transport method for a shipment. Complete the diagram below:
Question 2: complete the sentences with the words from the box. Then listen again to check.
If you like, recommend, an alternative, could you, how much, also consider, calling about, would be, more suitable, suggest that
1.       I’m ______ the train options described on your website.
2.       ______ tell me a bit more about them?
3.       What ______ the best rail option for us?
4.       Ro large volumes, I would ______ using block train transport.
5.       If you want to ship smaller quantities, the singe-wagon option would be ______.
6.       If flexibility is important, I would ______ you book the flexitrain block train option.
7.       As ______ , I can suggest single-car transport, which is even more flexible.
8.       In that case we should ______ the other block train options.
9.       ______ time would we have for loading ?
10.   At least 7 hours, but we could arrange longer loading times ______.
Making Inquiries:
When asking for information we always use polite language. We often start with a more general request for information before we ask more specific questions. Indirect questions such as Could you tell me how much it would cost? Are more polite that direct questions e.g.  How much would it cost?
I’d like to ask/ enquire abou………
I’m call about … (on the telephone)
I’m writing about/with regard to ….. (in an email or letter)
Could you tell me how much/many/long/often …?
ADVISING THE CUSTOMER
Customers may need advice on transport options, freight and insurance rates, shipping and backing details, the route, details regarding weight, dimensions, and measurements.
                For this consignment I would recommend/suggest using air transport.
                I recommend/suggest that you ship the goods by road.
                We/you should also consider air transport for ….
                That depends on your specific requirements.
OFFERING ALTERNATIVES
Sometimes you need to provide the customer with several alternatives before a decision can be made.
                Another options would be to …..
                Of course it would also be possible to … (instead).
                Alternatively, you/we could …….
Question 3: Here are some more phrases. Sort them under the correct heading.
A.       Customer enquiries
B.      Advice and recommendations
C.      Offering alternatives




I (would) need some information regarding …..
In that case I recommend/suggest that you use/ship …..
I think the best option would be to ….
If you prefer …., we could also arrange ..
Could you let me have some information about …?
We can provide/arrange/ship …. If you like.
As an alternative, we can offer you ….
What would be the cheapest/fastest/safest/most convenient way/option?
Question 4: Match the beginnings of the sentences (1-6) with the endings (a-f).
1.       I would need some information
2.       Could you let me know
3.       In that case I suggest that you
4.       For a consignment this size I
5.       Of course it would also be
6.       We can also arrange transport
a.       Would recommend rail transport.
b.      By courier if you prefer.
c.       Regarding loading times.
d.      What the transit times are?
e.      Possible to ship by express service instead.
f.        Use the cheaper sea freight option.
Question 5: Work with a partner. Follow the steps below and practice making enquiries and giving advice. Use phrases from this section.
(Here, there will be 2 persons, A & B.
Direction to A: Tell B what you would like to enquire about.
Direction to B: Ask A to be more specific.
Direction to A: Give B some details of your shipment.
Direction to B: Recommend one or two options.
Direction to A: Tell B you are not sure you want this option.
Direction to B: Offer another alternative.
Direction to A: Ask B about order/cancellation deadlines.
Direction to B: Answer B’s question. Tell B you will give him/her a quotation within the next hour.
Direction to A: thank B for help.
Question 6: Listen to a shipping agent describing one to the containers available. Complete the missing details and label the drawing with the words from the box.
Height, payload, length, tare weight, width, gross weight
Type of container: 40 ft open top
1.       _____ : 4,030 kg
2.       _____ : 43,500 kg
3.       Maximum _____ : 28,470 kg.
Internal measurements:
4.       _____ : 12.02 m
5.       _____ : 2.35 m
6.       _____ : 2.32 m
Question 7: Listen again and note the non-metric measurements the agent mentions.
1.       Tare weight: _____
2.       Internal length: _____
3.       Internal height: _____
Question 8: Rewrite the sentences.
Example: The container is 6 metres long.
The length of the container is six metres. (or: the container’s length is 6 meters)
1.       The package weighs 45 kg.
2.       This seagoing vessel is about 30 m wide.
3.       The case we need to ship is 1m long, 50 cm wide and 35 cm high.
4.       Its depth is nearly 3 cm.
5.       The ship’s length is more than 65m.
6.       The open container’s door height is 7 ft 10 in.
Question 9: What do these abbreviations stand for?
1.       Ft : _____
2.       Kg: _____
3.       Oz: _____
4.       Cm: _____
5.       Lb: _____
6.       Cu yd : _____
7.       M2
8.       1”
9.       Pt
10.   Gal

Question 10: Put the words from above into the correct column in the table. Complete the table with other measures and weights you can think of.
Metric
Non-metric
Length

Yard (yd)
Weight
Gram (g)

Surface
Square millimeter (mm2)

Volume


Capacity

Fluid ounce (fl oz)

Question 11: Describe the measurements and weight of a container to your partner. Use phrases from this section.
TALKING ABOUT NUMBERS, SIZE, WEIGHT, AND DIMENSIONS
NUMBERS
When dealing with consignment details it is often necessary to talk about numbers.

We write a comma to show thousands (but we don’t say it!):
        235,000   two hundred and thirty-five thousand
We use a point to show decimals:
       1.5   one point five
We use the word and after hundreds:
      185   one hundred and eight-five
When arranging transport, we need to give details about the size and weight of the consignment to be shipped.

SIZE
     Our consignment is 3 by 2.5 meters
     This box measures 2 by 1.5 by 2.5 meters
Its measurements are 20 by 85 by 60 centimeters.

WEIGHT
     The box is 40 cm high/long/wide/deep/
Its/the height/length/width/depth is 40 cm
Remember:
This container is almost six meters/feet long (not six meter/foot!)
But: it’s a twenty-foot container. (not feet)
 Question 12: Listen to the dialogue between a forwarder and a customer asking for a shipping quotation. Then say whether the statements are true or  false according the dialogue.
1.       Karla Hanssen need a quotation for air freight to the United Arab Emirates
2.       They want to ship cooling units to Abu Dhabai.
3.       The consignment consists of 18 boxes.
4.       They want to ship from Sweden.
5.       The units should be picked up on August 6th.
6.       Martin will call back within the next two hours.
Question 13: Listen and complete the missing details in the online quotation form:
Company Name:              _________________________________________________________________
Contact:                               Karla Hanssen
Tel No.                                  0046890265030
Shipping Information:
Point of origin:                  ______________________________________________
Destination:                       ______________________________________________
Method of transport:     Air
Number of units/items:                ______________________________________________
Pick-up date:                     ______________________________________________
Delivery date:                    ______________________________________________
Freight information:
Volume (m3):                    30.31 m3
Total weight (kg):             ______________________________________________
Type and nature of goods: ___________________________________________
Special requirements
Hazardous:                         ______________________________________________
Other                                    must arrive by __________________________________

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