The loss of documents may be caused by the exporter’s poor preparation and storage of documents, or the documents may be lost during the delivery process of the postal or express delivery company. At present, my country’s compensation system for lost documents by postal and express delivery companies is still imperfect, and is generally calculated as several times the postage. The particularity of foreign trade documents makes this amount of compensation useless anyway. Therefore, when similar things happen, it is not meaningful to pursue responsibility. The key is to rely on yourself to do your best to remedy the situation.
First of all, we must prevent problems before they happen, and establish relatively clear document preparation and delivery procedures within the company. If the salesperson prepares and keeps the documents himself, he should pay attention to archiving and management. Old salesmen like to prepare customer files after the transaction is established, listing the required documents, processing time and document collection records. This is a good experience. If the company has a dedicated document clerk, not only should the document clerk have a record book himself, but he should also establish a document handover registration book with the salesperson to avoid “vacuum” omissions during the transfer process.
Make a copy of all documents so that you can deal with the original documents in case of any mistakes.
If the documents are lost, they should be dealt with as soon as possible. If the invoices and packing lists are made by yourself, make up immediately. If they are issued by state agencies or third parties, notify the issuer in time and go through the procedures for making up the documents.