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Unit16

Preparing the shipping documents

Yoon: In addition to our agreements, the payment of currency should be made in US dollars. How
do you feel about that? I hope that’s okay.
Adams: All right. We will open an Irrevocable L/C through Chase Manhattan Bank. That’s not a
problem.
Yoon: Oh, that’s good to hear. We are looking forward to it. Thank you very much, Mr. Adams.
Adams: And the shipping documents should be appropriately prepared to include a full set of
clean on board B/L, Commercial Invoice, Packing List, and Certificate of Origin. Can you see to
it that all these necessary documents are prepared ahead of time, Mr. Yoon? We don’t want to
experience any inconvenience in the shipping. I believe that we can prevent that from happen-
ing if all the needed documents are carefully and promptly prepared. Can I trust you to prepare
all these documents, Mr. Yoon?
Yoon: Of course, Mr. Adams. I would have attended to these concerns, even if you didn’t bring
them up. Needless to say, we will surely do our best. Finally, we’d like to make the clause of the
claims as follows.

1. How long does it take you to prepare shipping documents?

Sample answer:
This usually takes a short time for longtime partners. This is because we already know what to
do and prepare for each other. However, a period of two weeks is our average preparation time
when we’re dealing with new partners.

2. Which office or personnel take care of preparing shipping documents?

Sample answer:
Our logistics department takes care of all the documents needed for shipping. If the task gets
too overwhelming, the logistics staff is assisted by the secretariat.

3. What possible problems may arise in preparing shipping documents?

Sample answer:
Since several documents are prepared, it’s very possible to forget some documents or to put
in inaccurate data in them. We encounter these usual oversights when we prepare shipping
documents.

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