Export-Import Documentation

PART 1

DIALOGUE 1

Mr Driscoll, who works for the Freight Forwarding Agency, calls the General Manager of an explosives company. The company specialises in making dynamite for the mining industry.

 

brockett Hello, Brockett here.

driscoll  Hello, Mr Brockett, Driscoll here again.

BROCKETT What's the problem?

DRISCOLL It’s about that consignment of NG explosives for Australia. There's a lot of paperwork involved with the shipment. I want to make sure I’m putting down the cor­rect information on the forms.

BROCKETT Only too glad to help. We've got to comply with all the regulations, else we'll all get in a muddle. What do you want to ask me?

driscoll  It's this form I’m filling in for you, the one for dangerous

cargoes...

BROCKETT Oh, you mean, the application for Special Stowage Order.

driscoll That's the one. I want to check one or two details with you — I've got the form in front of me here.

brockett Fire away!

driscoll  I'm looking at the section headed: Number and descrip­tion of packages. Am I right in saying it's two hundred (200) crates of NG explosives? Gross weight... erm...

brockett Gross weight: a hundred and fifteen (115) tons. Net weight: a hundred (100) tons. F.o.b. value: one hundred thousand pounds (£ 100.000)

DRISCOLL Thanks. I'll note that down. You'll be using fibre-board cases, won't you? And they'll have strong wires round them for safety.

BROCKETT That's right. There'll be twenty cases per crate. Each case weighs twenty-five kilos.

DRISCOLL Uh-huh, I presume you'll be sending the goods by road to Tilbury Docks. They'll go to the container freight station. Right?

brockett Yes. The Transworld Shipping Line can take over from there.

DRISCOLL Let me make a note of that. Place of acceptance of cargo by Transworld... erm... container freight station, Tilbury. Transworld will pack the goods into the container and unpack at destination.

BROCKETT I also want Transworld to handle the documentation. They can prepare the Bills of Lading and Customs Entry Forms on our behalf.

DRISCOLL How about insurance?

BROCKETT They can arrange our insurance cover. But try to get a low premium for us, Mr Driscoll. Twist their arm a little, if you have to.

driscoll Don't worry. I'll beat them down if possible.

BRОСКEТT That's covered about everything, I think. Oh, by the way, remember that we want extra copies of the Bill of Lading.

DRISCOLL  I've already noted that. Maybe I should remind you — when you receive the Shipping Application, make sure you sign the Declaration on the back.

BROCKETT I'll do that. I've got to state the consignment's safely packed, haven't I?

driscoll Yes. That's the main purpose of the Declaration. Now, I'll let you get back to your work.

BROCKETT Thanks. I'm really up to my eyes at the moment. Still call me if you need me.

 

Answer the questions:

1. Where does Mr. Driscoll work?

2. What does an explosives company specialise in?

3. Why is Mr. Driscoll calling Mr. Brockett?

4. Why should they comply with all the regulations?

5. What form is Mr. Driscoll filling in?

6. What section is he interested in?

7. What kind of cases will be used?

8. Where are they going to send the goods?

9. What is the task of Transworld?

10. Who will arrange the insurance?

11. What should Mr. Driscoll try to do?

12. Who should sign the Declaration? Where? Why?

 

PART 2

DIALOGUE 2

This conversation takes place in an Asian country. Winston Mohabir is an import merchant. He talks to the Office Manager of his firm Grace Patel.

winston   I don't believe it! I just don't believe it! Oh sorry Grace, come in and sit down.                                                                               GRACE Trouble?                                                                            WINSTON You can say that again.

GRACE  Hope it's not about those air-conditioning units.

winston That's just what it is about, I'm afraid. What on earth are we going to do now?

grace  They're not still being held up at Customs, surely?

winston  Yes. I've just had a call from our shipping agent. Customs have refused to release the goods yet again.

GRACE What are they playing at, these people? I thought we'd given them every document under the sun. Don't tell me…

WINSTON We've got to start from scratch again, Grace. The Import Licence for the air conditioners has expired.

GRACE Out of date? You must be joking!

WINSTON I wish I were. The agent says there's a new government regulation — it's just come into effect. Licences for that category of goods have to be renewed.

GRACE  Huh, first I’ve heard of it.

WINSTON  The agent didn't know about it either until this morning. He got a shock when he presented the documents to customs.

GRACE I'm not surprised. So now we've got to apply for a new licence. It could take weeks to come through unless...

WINSTON  Could you speed things up for us, Grace?

GRACE I might be able to. I have a contact in the Department of Commerce. Maybe I could pull a few strings for you.

WINSTON Please do so. If you get that licence through fast, we shall have a chance of keeping that airport contract.

GRACE OK. I'll get on to it right away. (Moves towards door.)

WINSTON Hold on, Grace! There's another problem with those documents.

GRACE  Oh, no!

WINSTON I'm afraid so. It’s about the Certificate of Value and Origin.

GRACE Oh, yes?

WINSTON It’s signed by our supplier in Chicago. But now it's got to be countersigned and stamped by a Chamber of Commerce or the Consulate. The supplier must have forgotten to arrange that.

GRACE That's annoying. I’ll have to telex Chicago and get them to send another certificate.

WINSTON All these documents! This must be the worst country in Asia for red tape. Sometimes I wonder why I bother to run a business here.

GRACE Ha! There must be easier ways of making money.

WINSTON True. Listen, Grace, while you're at it, you'd better check all the documents again.

GRACE  The whole lot?

WINSTON Yes. The Customs Declaration Form, the Commercial Invoice — make sure there are six copies - the Consular Invoice and the Bill of Lading. Check the Insurance Certi­ficate as well.                   

grace  Phew! That'll keep me busy. Still, we don't want any more snags with the shipment, I suppose.

WINSTON  No. We must have customs clearance as soon as possible.

 

 

Answer the questions:

1. Where does the conversation take place?

2. Who takes part in it?

3. What is the problem with the air-conditioning units?

4. Why have the Customs refused to release the goods?

5. What did the agent tell them?

6. How can Grace help them?

7. What is another problem with the documents?

8. Who should sign the Certificate of Value and Origin?

9. What documents do they need?

10. Why are all these documents necessary in foreign trade?

 

 

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