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How do you coordinate with import/export partners to prevent misunderstandings?

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Importing and exporting goods can be a lucrative and rewarding business, but it also comes with many challenges and risks. One of the most important aspects of successful import/export operations is effective communication and coordination with your partners, such as suppliers, customers, agents, freight forwarders, and customs brokers. Misunderstandings can lead to delays, disputes, losses, fines, or even legal troubles. In this article, we will share some tips on how to coordinate with import/export partners to prevent misunderstandings and ensure smooth and compliant transactions.

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Mohammed Hammouda

MIEx | EAR | ITAR | Dual-Use | Trade Compliance | International Trade Expert | Africa Export Specialist | SAP GTS |…
Mohammad Z.

TheCargoBlog.com | Management Studies from Oxford Brookes University, England and Cargo Marketing from IATA, Geneva
Yuhani Yunus (CILT)

Head of Customs Management Asia Pacific @ MNC | Customs and International Trade Compliance

1 Know your partners

Before you start working with any import/export partner, you should do some research and due diligence to verify their identity, reputation, reliability, and compliance. You can use online platforms, trade associations, references, or third-party verification services to check their background, credentials, reviews, and ratings. You should also ask for their contact details, communication preferences, and availability. Knowing your partners will help you build trust, rapport, and confidence, as well as avoid potential frauds, scams, or conflicts.

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Mohammed Hammouda

MIEx | EAR | ITAR | Dual-Use | Trade Compliance | International Trade Expert | Africa Export Specialist | SAP GTS | Hospitality & Retail Manager | Sales Director
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- Establish Clear Communication Channels - Define Roles and Responsibilities Clearly - Share Detailed Project Plans and Timelines - Use Written Agreements or Contracts - Regularly Update and Report Progress - Hold Regular Meetings or Check-Ins - Address Concerns and Questions Promptly - Provide Training and Resources as Needed - Maintain Transparency About Changes or Issues - Establish a Dispute Resolution Mechanism - Foster a Collaborative and Trusting Relationship

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Yuhani Yunus (CILT)

Head of Customs Management Asia Pacific @ MNC | Customs and International Trade Compliance
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Establish SOP to determine the role and respibsibilities, managing expectations between two or parties involved, ensure the process is executed as process flow, communication matrix are been discussed , agreed and buy off by the parties upon service rewarded. Performanced to be reviewed on monthly KPI and performance. Audit needed when KPI does not meet the expectation and number of NCR reach to level where this triggered action needed.

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Benita Lee

Helping multinationals navigate the ever changing international landscape of trade compliance in cross-border transactions. I speak #Customese in the US and Canada.
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In today's world it is not only important to know your customers and partners, you should know your partner's partners. Export restrictions, sanctions and the growing concern of cyber security risks make it of utmost importance for your company to have vetted everyone in your supplychain including your vendors/partners and their associates. Compliance is a team sport.

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2 Clarify your terms

Another key factor to prevent misunderstandings is to clarify your terms and conditions with your import/export partners. You should use clear and consistent language, avoid jargon or slang, and confirm that both parties understand and agree on the meaning and implications of the terms. You should also use internationally recognized trade terms, such as Incoterms, to define the roles and responsibilities of each party regarding the delivery, risk, and cost of the goods. Additionally, you should specify the payment methods, currencies, exchange rates, deadlines, penalties, and dispute resolution mechanisms.

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3 Document your agreements

To ensure that your import/export partners follow through on their commitments and obligations, you should document your agreements in writing and keep copies of all relevant records and receipts. You should use formal contracts, invoices, purchase orders, packing lists, bills of lading, certificates of origin, insurance policies, and other documents that outline the details and expectations of each transaction. You should also review and verify the accuracy and completeness of the documents before signing or sending them, and store them securely and accessibly.

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OLUSOLA AMUSAN

Global Inventory and warehousing manager Engie Energy Access
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Establish Clear Communication Channels: Identify the primary points of contact on both sides. Agree on the preferred communication channels (email, phone, video conferencing, etc.). Ensure that language barriers are addressed, such as using translators or interpreters if necessary. Detailed Contracts and Agreements: Draft comprehensive contracts and agreements that outline all terms and conditions, including pricing, delivery schedules, payment terms, and quality standards. Review these documents with legal counsel to ensure they are legally sound and clear. Regular Meetings and Updates: Schedule regular meetings or check-ins to discuss ongoing and upcoming transactions.

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4 Communicate regularly

To maintain a good relationship and coordination with your import/export partners, you should communicate regularly and proactively. You should use the appropriate channels, tools, and formats to exchange information, updates, feedback, and concerns. You should also be polite, respectful, and professional, and respect the cultural and linguistic differences of your partners. Furthermore, you should communicate in a timely and transparent manner, and inform your partners of any changes, issues, or problems that may affect the transaction as soon as possible.

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Benita Lee

Helping multinationals navigate the ever changing international landscape of trade compliance in cross-border transactions. I speak #Customese in the US and Canada.
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I find that having consistent & regular meetings (perhaps weekly or monthly) helps to keep proactive. Make list of things coming down the pipeline & inform your partners as soon as they are on your radar so that you are not always broaching issues at the last moment.

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5 Monitor your shipments

To avoid misunderstandings and ensure the quality and safety of your goods, you should monitor your shipments throughout the import/export process. You should use reliable and reputable carriers, freight forwarders, and customs brokers to handle the transportation, clearance, and delivery of your goods. You should also track and trace your shipments using online platforms, tracking numbers, or GPS devices. Additionally, you should inspect and verify the condition and quantity of your goods upon arrival or departure, and report any damages, losses, or discrepancies.

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6 Seek assistance

Finally, if you encounter any difficulties or uncertainties in coordinating with your import/export partners, you should seek assistance from experts, advisors, or authorities. You can consult with trade lawyers, consultants, associations, or chambers of commerce to get legal, technical, or practical advice on import/export regulations, procedures, or best practices. You can also contact the relevant government agencies, customs offices, or trade representatives to get clarification, guidance, or support on import/export policies, requirements, or issues.

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Benita Lee

Helping multinationals navigate the ever changing international landscape of trade compliance in cross-border transactions. I speak #Customese in the US and Canada.
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You should seek assistance more proactively not just when you are in jeopardy of an infraction or have goods that are stuck at the border. Engage your trade compliance help regularly. If you cannot hire someone to support your organization full time, consider having a consultant on a retainer basis so that they can support you from the planning to the delivery.

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7 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?

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Mohammad Z.

TheCargoBlog.com | Management Studies from Oxford Brookes University, England and Cargo Marketing from IATA, Geneva
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Oh, one more thing! You know how in personal relationships, little surprises can either delight or derail everything? It's the same with import/export partnerships. No one likes surprise fees or unexpected delays. A heads-up system for both parties can be a game-changer. Think of a shared digital dashboard that tracks all progress, extra costs, and any hiccups in real-time. A single look can give both you and your partner a snapshot of where things are, minimizing misunderstandings. It's all about keeping everyone on the same page. A transparent relationship is a resilient one. #TheCargoBlog

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How do you coordinate with import/export partners to prevent misunderstandings?

1

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3

4

5

6

7

1 Know your partners

2 Clarify your terms

3 Document your agreements

4 Communicate regularly

5 Monitor your shipments

6 Seek assistance

7 Here’s what else to consider

Import/Export Operations

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How do you coordinate with import/export partners to prevent misunderstandings?

1

2

3

4

5

6

7

1 Know your partners

2 Clarify your terms

3 Document your agreements

4 Communicate regularly

5 Monitor your shipments

6 Seek assistance

7 Here’s what else to consider

Import/Export Operations

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