How can you maintain professional communication with shippers and carriers?

1 Know your partners

Before you start working with a new shipper or carrier, do some research on their background, reputation, and requirements. Find out what their goals, values, and standards are, and how they prefer to communicate. For example, some may use email, phone, or online platforms, while others may rely on fax, paper documents, or face-to-face meetings. Some may have strict deadlines, policies, and procedures, while others may be more flexible and informal. Knowing your partners can help you tailor your communication style and approach to suit their needs and expectations.

2 Be clear and concise

When communicating with shippers and carriers, avoid vague or ambiguous language, jargon, or slang. Use simple and direct words, and provide relevant and accurate information. Specify the details of the shipment, such as the origin, destination, date, time, mode, quantity, quality, and cost. Confirm the roles and responsibilities of each party, and the terms and conditions of the contract. Use bullet points, numbers, or tables to organize your information and make it easier to read and understand. If you use acronyms or technical terms, explain what they mean or provide a glossary.

3 Be respectful and polite

Communication is not only about what you say, but also how you say it. Be respectful and polite to your shippers and carriers, and acknowledge their contributions and concerns. Use formal or informal greetings, salutations, and titles, depending on the culture and context of your partners. Avoid sarcasm, jokes, or insults, as they may be misinterpreted or offensive. Express your appreciation, gratitude, and apologies when appropriate. If you encounter a problem or a disagreement, do not blame or criticize your partners, but focus on finding a solution and resolving the issue.

4 Be responsive and proactive

Communication is a two-way process, and you need to be responsive and proactive to maintain a good relationship with your shippers and carriers. Respond to their messages, calls, or requests promptly and courteously. Provide updates, feedback, or confirmation when needed. Anticipate potential issues or changes, and inform your partners as soon as possible. If you need to make a request or a suggestion, explain the reason and the benefit for both parties. If you have a question or a concern, ask for clarification or assistance.

5 Be honest and ethical

Communication is also about trust and integrity, and you need to be honest and ethical with your shippers and carriers. Do not make false or misleading claims, promises, or commitments. Do not hide or manipulate information, or take advantage of your partners. Do not violate the confidentiality or security of your partners' data or documents. Follow the laws, regulations, and best practices of the transportation industry. If you make a mistake or a breach, admit it and take responsibility. If you have a conflict of interest or a dilemma, disclose it and seek advice.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?