Negotiation guide for cross-border e-commerce transportation terms: ensuring efficiency and accuracy

In cross-border e-commerce B2B business, whether it is the transportation terms in the quotation, the contract, or the negotiation between the salesperson and the customer on transportation issues, they all involve important details in many aspects. These contents mainly include shipment time, shipping port (place) and destination port (place), batch shipment and transshipment, shipment notice, demurrage and expedited terms, etc.

Shipping time and place regulations

The shipping time needs to be specific and clear, such as “Shipment during March 2003”, or specify shipments across months or quarters. This provision allows sellers a certain amount of time to prepare goods and arrange transportation. In the case of using letter of credit, shipment needs to be stipulated within a certain time after receipt of the letter of credit. The port of shipping refers to the port where the goods are initially shipped, usually proposed by the seller and subject to the buyer’s consent; while the port of destination (Port of Destination) refers to the port where the goods are finally unloaded, usually proposed by the buyer, and Requires seller’s approval. When specifying the port of shipment and port of destination, care should be taken to avoid accepting inland cities as the port of shipment or port of destination. At the same time, the specific conditions of the port of shipment and the possible duplication of names in foreign ports should also be taken into consideration.

Handling of transportation terms under special circumstances

For conventional products, if the customer has no objection to the transportation terms, they can be directly adopted into the contract. However, for some special products or situations where there are special needs, the salesperson can propose a transportation plan in advance. When a customer proactively requests transportation, the salesperson needs to negotiate with the customer to determine the final transportation plan, and any transportation costs exceeding the original quotation shall be borne by the customer.

Writing emails about shipping issues

E-mail writing on transportation issues is usually divided into three parts: the beginning mentions the early communication between the buyer and the seller and product transportation matters; the body part states the transportation method, delivery time, port information, etc. in detail; the end expresses expectations, Hope the other party can reply in time.

Example of transportation request from customer

Dear X X X,
Thank you for your quotation of No. 1920.
Generally speaking it is acceptable with the price, but I have some concerns about the transportation. According to the transportation clause you propose, the shipping time is 30 days after the payment. However, due to Chinese Spring Festival, 30days would reach 2 days before the spring festival. If Chinese logistics company can't make the transportation work, the good delivery would be delayed to the time after the festival. It is too late for us. So could you please make the delivery one week before the spring festival? So we can pick up the goods earlier at the destination port.
Your quick reply will be highly appreciated.
Good wishes,
XXX

Example of salesperson’s reply to transportation request

Dear XX X,
Good morning.
I am happy that our negotiation has achieved essential progress.
Thank you for pointing out an important problem about transportation, which I should notice earlier. 30 days are the usual time for us to produce the goods, but due to the Spring Festival, I have applied to my boss for adjusting our production scheme to an early time. We will try to finish the production within 20 days after the payment.
Attached please find the revised sales contract. Please sign it and send me a copy.
Yours truly,
XXX