Best practices for notifying customers and document processing after foreign trade shipments

In international trade, it is crucial to ensure that customers are informed of shipping information and related documents in a timely manner. Sellers should communicate quickly after completing production and arranging shipments to enhance customer trust and ensure a smooth customs clearance process.

Once the goods are shipped according to the contract, the salesperson should immediately notify the customer. At this time, notifications containing information such as the name of the cargo ship, port of shipment, date of shipment, estimated port of arrival, and estimated date of arrival are particularly important. In addition, the salesperson should also inform customers about when relevant documents (such as bills of lading, packing lists, commercial invoices, etc.) will be sent to help customers prepare for customs clearance.

The following is a sample notification letter:

Dear XXX,

We are pleased to inform you that we have completed the shipment of the consignment in accordance with the stipulations set forth in our contract. The voyage named Nova has sailed from Qingdao on July 3, 2019. It is estimated to reach xxx port on July 15 , 2019. As soon as we get the bill of lading, all the documents including commercial invoice and packing list will be sent to you. If you find any problem, please let us know without hesitation.

Yours truly,
xxx

After shipment, the salesperson should maintain close contact with the logistics company to obtain the bill of lading and issue a commercial invoice and packing list. If necessary, a certificate of origin should also be attached, and all the above documents should be sent to the customer electronically. Not only does this speed up processing, it also ensures customers don’t experience unnecessary delays during customs clearance.

The following is a sample email confirming the delivery of the document:

Dear xxx,

Fortunately this morning we have got the bill of lading from our logistics company, one day earlier than I expected. Attached please find all the requested documents in the attachment including the bill of lading, invoice and packing list.

There is only one week left for the shipment to arrive. For anything needing our cooperation, please don’t hesitate to contact me.

Yours sincerely,
xxx

Through the above practices, sellers can not only improve customer satisfaction, but also ensure the smooth progress of the entire delivery and customs clearance process. Following a clear and timely communication process is the key to ensuring successful foreign trade transactions.