Prepared for Linamar by O’Connell Advanced Training Solutions
English for Logistics
Foreign Trade Documentation
What do these abbreviations mean? If you’re unsure, please see the document in Section 9 which
lists all useful abbreviations and acronyms.
AWB
B/E
B/L
CIF
D/P
EXW
IMO
L/C
© Jacqueline Seidel 2015 Page !1 of !4
Prepared for Linamar by O’Connell Advanced Training Solutions
English for Logistics
Foreign Trade Documentation
Foreign Trade Documentation
There are differing opinions on which foreign trade documents are the most important. A “top
ten” list can be found here (http://www.slideshare.net/nietoana/international-trade-documents-
export-import) and a UK business website has its own interesting resources (https://
www.nibusinessinfo.co.uk/content/international-trade-documentation-and-payments). For the
purposes of this English lesson, however, I have a top ten which I would like us to work with:
Match the document with its description, being sure to fill in the gap with the missing word from
below.
approved ⭐ authority ⭐ required ⭐ commercial ⭐ indicating ⭐ draft ⭐
receipt ⭐ conditions ⭐ carriage ⭐ hazardous
Air Waybill A document that contains specific information regarding the goods shipped and
the _________ agreed between buyer and seller.
Bill of lading Document used in foreign trade which states where the goods were produced.
It is often _________ by customs authorities.
Certificate of A document which specifies the contents of any form of packaging, e.g. boxes,
Origin containers, cartons, without _________ the value of the goods shipped.
Commercial A contract between airline and shipper. It is a shipping document which states
invoice the terms and conditions of _________ and is also a receipt for the consignment.
Consular invoice A special kind of invoice sometimes required by the importing country. It needs
to be _________ by an embassy.
Customs invoice A _________ invoice which the seller prepares before the actual shipment takes
place.
Dangerous A document which is granted by a government _________ and states that
goods specified goods can be exported.
declaration
Export licence A specific document required by customs in some countries, e.g. USA, when
importing goods. It includes more details than a _________ invoice.
Packing List Certificate prepared by the shipper / consignor which states that _________
goods are handles according to international shipping regulations.
Pro forma A contract between carrier and shipper which specifies the goods to be shipped
invoice and the delivery terms. It is also a _________ of shipment and accompanies the
goods until they reach their destination.
© Jacqueline Seidel 2015 Page !2 of !4
Prepared for Linamar by O’Connell Advanced Training Solutions
English for Logistics
Foreign Trade Documentation
Now let’s get you building sentences! Below you’ll find 10 scrambled sentences, which are
instructions on a customs broker website. Put these words in the correct order, and note: the first
word has been provided.
Clearly / the items / the value / indicate / of
Do not use / and lump sum / on / general descriptions / values / your invoices
Identify / to be / HTS or BTN numbers / by using / the goods / shipped
Include / the documents / and signature / the person / the name / preparing / of
List / of / each / the quantity / item
Provide / you / the goods / to ship / descriptions / clear and detailed / of / wish
Send / and packing list / six copies / the commercial invoice / of / prior to arrival / four days
State / were / when / manufactured / the goods
The documents / details / include / the following / must
Specify / each / weight / and dimensions / the contents / box
These instructions are quite clear, right? But there is a customer who has a problem. Please listen
to the three recordings which accompany this lecture and answer the following questions:
Listening 1
Why is the customer so upset?
Why do they need the consignment so urgently?
Listening 2
What went wrong with the shipment?
When does she say she needs the consignment?
Listening 3
When and how will the containers be shipped to her?
When should the containers arrive?
Why could the consignment be rejected at the gate? What reason(s) are given?
Make a list of any new words from the recording and create new sentences with them.
This is a great way to practice and remember new words!
If you have any problems, please let me know.
© Jacqueline Seidel 2015 Page !3 of !4
Prepared for Linamar by O’Connell Advanced Training Solutions
English for Logistics
Foreign Trade Documentation
Focus on… language for taking action and apologising
We all know how it feels to telephone a company and ask for help, only to not get any. But you
can be better than that… and in a second language. How? By learning these simple yet powerful
phrases for taking action, and apologising. Sometimes a simple sorry can help defuse a volatile
situation, and keep our customer or client happy. Here’s how:
When replying to our client, it’s best to first acknowledge that you are aware that a problem exists.
We can do this by saying (or writing):
Thank you for informing us about an error in our XXX paperwork. (more formal)
Thanks for pointing out the error to us. (less formal)
I understand there is some confusion regarding the address / delivery dates …
Then we move from acknowledgement to action. In terms of grammar, we use phrasal verbs
here:
We are looking into this and will contact you later today (more formal)
We will get in touch with the forwarding agent immediately.
I’ll take care of this straight away.
We’ll get onto it immediately.
I’ll personally see to it now.
I’ll get back to you as soon as possible.
And finally, we apologise for the mistake.
We would like to apologise for any inconvenience caused (more formal)
We regret the misunderstanding.
I’m very sorry about the misunderstanding.
Please let me apologise for this delay / mistake / oversight.
© Jacqueline Seidel 2015 Page !4 of !4
