When preparing to ship a product overseas, the exporter needs to be aware of packing, labeling, documentation, and insurance requirements. As the goods are shipped by unknown carriers to distant customers, the new exporter must be sure to follow all shipping requirements to help ensure that the merchandise is packed correctly so that it arrives in good condition; labeled correctly to ensure that the goods are handled properly and arrive on time and at the right place; documented correctly to meet local and foreign government requirements as well as proper collection standards; and insured against damage, loss, and pilferage1 and, in some cases, delay. The following documents are commonly used in exporting:
Air waybill: A consignment note for goods sent by air that serves as a receipt for the shipper, indicates that the carrier has accepted the goods listed, obligates the carrier to carry the consignment to the airport of destination according to specified conditions.
Bill of lading (BOL): A transportation document that is the contract of carriage containing the terms and conditions between the shipper (owner of the goods) and the carrier. The customer usually needs the original or a copy as proof of ownership to take possession of the goods.
Bill of exchange: A written request from a creditor to a debtor ordering the debtor to pay a specified sum to a specified person or bearer at a certain date.
Certificate of origin: An international business document that certifies the country of origin of the shipment (export item). Such certificates are usually obtained through a semiofficial organization such as a local chamber of commerce.
Combined transport document: A consignment note for goods sent by more than one means of transport.
Commercial invoice: It is an official document which includes basic information about the transaction, i.e. the name and address of the buyer and seller, the description of the product(s) being shipped, and their value for customs, insurance, the delivery and payment terms. The buyer needs the invoice to prove ownership and to arrange payment.
Consular invoice: A document, required by some foreign countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by the consulate of the foreign country to which the goods are being shipped and usually must be prepared in the language of that country, it is used by the country's custom for controlling and identifying goods.
Customs invoice: Extended form of commercial invoice required by customs.
Destination control statement: This statement appears on the commercial invoice, ocean or air waybill of lading, and Shipper’s Export Declaration to notify the carrier and all foreign parties that the item may be exported only to certain destinations.
Dock receipt and warehouse receipt: It is used to transfer accountability when the export item is moved by the domestic carrier to the port of embarkation and left with the international carrier for export.
Export license: A document which is granted by a government authority and states that specified goods can be exported.
Export packing list: Considerably more detailed and informative than a standard domestic packing list, an export packing list itemizes the material in each individual package and indicates the type of package: box, crate, drum, carton, and so on. It shows the individual net, legal, tare, and gross weights and measurements for each package.
Inspection certification: Some purchasers and countries may require a certificate of inspection attesting to the specifications of the goods shipped, usually performed by a third party. Inspection certificates are often obtained from independent testing organizations.
Insurance certificate: If the seller provides insurance, the insurance certificate states the type and amount of coverage. This instrument is negotiable.
Letter of credit: An international business document that assures the seller that payment will be made by the bank issuing the letter of credit upon fulfillment of the sales agreement; a letter from a banker authorizing a person to draw money up to a specified amount, usually from another bank.
Release for shipment:
Documentation must be precise. Slight discrepancies or omissions1 may prevent merchandise from being exported, result in exporting firms not getting paid, or even result in the seizure of the exporter's goods by local or foreign government customs. The number of documents the exporter must deal with varies depending on the destination of the shipment. Because each country has different import regulations, the exporter must be careful to provide proper documentation. If the exporter does not rely on the services of a freight forwarder, there are several methods of obtaining information on foreign import restrictions:
Foreign government embassies and consulates can often provide information on import regulations. The Air Cargo Tariff Guidebook lists country-by-country regulations affecting air shipments.
The National Council on International Trade Documentation (NCITD) provides several low-cost publications that contain information on specific documentation commonly used in international trade.
7. Give English equivalents for the words and phrases given below. Make up your own sentences with these words and phrases:
биркование, вес брутто, документ о комбинированной перевозке, задерживать, национальный комитет международной торговой документации (США), платеж, перевозить, приводить в порядок, прикреплять, регистрировать, свидетельство об осмотре, справочник шкалы сборов пошлины по воздушному транспорту, услуги экспедитора, экономическая операция, экспортная декларация грузоотправителя
8. Complete the sentences using words and expressions given below:
shipping requirements, amount of coverage, port of embarkation, international carrier, inspection, local chamber of commerce, consulate of the country, Bills of lading, delivery and payment terms, commercial invoice.
1. The exporter must be sure to follow all ……… 1 to help ensure that the merchandise is packed correctly so that it arrives in good condition.
2. The ………....2 is a bill for the goods from the buyer to the seller.
3. A commercial invoice should include basic information about the including a description of the goods, the address of the shipper and seller, and the …………3.
4. …………4 are contracts between the owner of the goods and the carrier (as with domestic shipments).
5. Consular invoice must be certified by the ……..…5 to which the goods are being shipped and usually must be prepared in the language of that country.
6. Certificates of origin are usually obtained through such organization as a ……….…6.
7. ………7certificates are often obtained from independent testing organizations.
8. Dock receipt and warehouse receipt are used to transfer accountability when the export item is moved by the domestic carrier to the ……..8 and left with the ………9 for export.
9. The insurance certificate states the type and..……….. 10.
9. Answer the questions:
In what case should an exporter know properly how to ship the goods?
Of what things should she/he be aware?
What are the obligatory documents accompanying goods?
What another important documents can be mentioned?
Why must documentation for export be precise?
10. Translate the sentences using the text “Documentation in Logistics”:
Страховое свидетельство устанавливает вид и страховую сумму товара.
Сертификаты о происхождении груза приобретаются в местной внешторговой палате.
Свидетельство об осмотре выдается независимой экспертной комиссией.
Консульский счет-фактура должен быть приобретен в консульстве страны погрузки товара и написан на языке страны отправителя.
Коммерческий счет-фактура должен включать характеристику товара, адрес отправителя и продавца, а также условия поставки и оплаты.
Доковая расписка и квитанция на товар используются для подотчетности товара, когда груз доставляется внутренним перевозчиком в порт погрузки для передачи его международному перевозчику.
Коносамент – это контракт между владельцем товара и перевозчиком.
Коммерческая фактура – это документ между покупателем и продавцом.
Экспортер должен соблюсти все требования поставки, убедиться, что товар упакован правильно и будет доставлен в целости и сохранности.
11. Change verb tenses in sentences below into Present Continuous, Future Simple, Past Simple and Present Perfect tenses:
1. The exporter in UK loads consignment on board ship and receives Bill of Lading.
2. The importer pays money into bank in Australia which sends it to exporter’s bank in UK.
3. The importer in Australia exchanges Bill of Lading for consignment.
4. The bank in Australia gives Bill of Lading and other shipping documents to importer.
5. The exporter writes Bill of Exchange.
6. The UK bank sends two bills and other documents to bank in Australia.
7. The bank in Australia sends accepted Bill of Exchange to exporter in UK.
8. The importer writes ‘accepted’ on Bill of Exchange and signs it.
9. The exporter gives two bills and other shipping documents to bank in UK.
10. The exporter exchanges Bill of Exchange for money at bank in UK.
12. Decide which phrasal verb replaces the more formal verbs used in the sentences below (See Language Notes). In pairs, use the phrasal verbs with nouns and with pronouns, like this:
To effect insurance cover. P: I’m going to take out insurance cover. R: Let me take it out for you.
take out – fill in – turn off – put in – work out – take off – look up
| A. To submit a claim | D. To calculate the premium |
| B. To deduct the discount | E. To find the word |
| C. To complete the form | F. To stop the photocopier |
13. Define the meaning of the given phrasal verbs and make up sentences with them:
hand in; go on, give up; keep up; look for; object to; point out; pick up; put forward.
14. Read out one of your definitions of a document from the text “Documentation in Logistics” to the class. Another student shall guess which word you are defining:
P: I sent him the... you know, the consignment note for sending goods by sea. What was it called?
R: Bill of Lading.
P: That's right I sent him the Bill of Lading
