AU.31.4 Carrying on correspondence and conducting negotiations
Correspondence and negotiations
1. Film in the standard version.
![](https://static.zpe.gov.pl/portal/f/res-minimized/RriZotTGoTruY/1/2aGujFxmATUb3WvKnEfz89EeXHfdTVJR.jpg)
Film dostępny na portalu epodreczniki.pl
The film presents a conversation between two freight forwarding company employees about an urgent order and preparation of transport documentation for it.Film przedstawia rozmowę dwóch pracowników firmy spedycyjnej na temat pilnego zlecania i przygotowania dokumentacji spedycyjnej do realizacji otrzymanego zlecenia.
2. Film with subtitles.
![](https://static.zpe.gov.pl/portal/f/res-minimized/RnPSptFAaUIcl/1/1AlaClBdo0p3xNkM8xz2UeiTo90RjXqH.jpg)
Film dostępny na portalu epodreczniki.pl
The film presents a conversation between two freight forwarding company employees about an urgent order and preparation of transport documentation for it.Film przedstawia rozmowę dwóch pracowników firmy spedycyjnej na temat pilnego zlecania i przygotowania dokumentacji spedycyjnej do realizacji otrzymanego zlecenia.
3. Film with subtitles and pauses. Listen and repeat after the speaker.
![](https://static.zpe.gov.pl/portal/f/res-minimized/R1Bl6M1MNCaxM/1/nwkPIktEo2dHJ0CeNPuINjAWm97DMPHV.jpg)
Film dostępny na portalu epodreczniki.pl
The film presents a conversation between two freight forwarding company employees about an urgent order and preparation of transport documentation for it.Film przedstawia rozmowę dwóch pracowników firmy spedycyjnej na temat pilnego zlecania i przygotowania dokumentacji spedycyjnej do realizacji otrzymanego zlecenia.
4. Film with subtitles and narration.
![](https://static.zpe.gov.pl/portal/f/res-minimized/R1S8c78B9KHQB/1/1jlh99TegPVkrLJcvoonDIVdKoAji554.jpg)
Film dostępny na portalu epodreczniki.pl
The film presents a conversation between two freight forwarding company employees about an urgent order and preparation of transport documentation for it.Film przedstawia rozmowę dwóch pracowników firmy spedycyjnej na temat pilnego zlecania i przygotowania dokumentacji spedycyjnej do realizacji otrzymanego zlecenia.
After watching the film, entitled, “Correspondence and negotiations”, fill in the gaps with correct words or phrases. Use the word bank. Po obejrzeniu filmu „Korespondencja i negocjacje”, uzupełnij zdania odpowiednimi wyrazami lub frazami. Skorzystaj z banku słów.
confirmation of the price, national and international transport and forwarding documents, estimated shipping costs, shipping of valuable cargo, urgent order, transport documentation, complete the documentation, paper or electronic correspondence
The forwarder has received an ...........................................................................................................................
The order refers to the ...........................................................................................................................
The forwarder must quickly organize and ...........................................................................................................................
The .......................................................................................................................... will involve a lot of work.
The documentation includes the ...........................................................................................................................
The forwarder is waiting for the .......................................................................................................................... for the transport service.
The negotiations on the matter took several days, but there is no ...........................................................................................................................
Confirmation of the placement of the shipping order is needed to fully process ...........................................................................................................................
Exercises
After watching the film, entitled, “Correspondence and negotiations”, match the Polish phrases with their English equivalents. Po obejrzeniu filmu „Korespondencja i negocjancie”, połącz w pary polskie terminy z ich angielskimi odpowiednikami.
partia towaru, potwierdzenie, potwierdzenie na piśmie, dokumentacja rozliczeniowa, dokumentacja wysyłki, dokumenty celne, kalkulacja kosztów, dokumentacja kosztowa, ewidencja ładunków, korespondencja elektroniczna
electronic correspondence | |
confirmation | |
cargo records | |
cost documentation | |
accounting record | |
customs documents | |
written confirmation | |
cost calculation | |
shipping documentation | |
consignment |
After watching the film, entitled, “Correspondence and negotiations”, fill in the gaps with correct words or phrases. Use the word bank. Po obejrzeniu filmu „Korespondencja i negocjancie”, uzupełnij zdania odpowiednimi wyrazami lub frazami. Skorzystaj z banku słów.
organize, written confirmation, confirmation of the price, phone, shipping, valuable cargo, customs documents, transport documentation
I have received an urgent order. It’s the shipping of ...................................................
I must quickly gather, .................................................. and complete the documentation.
We will have a lot of work with this ...................................................
All .................................................. costs estimated and agreed upon are here.
I'm just waiting for the .................................................. for this transport service.
I don’t have paper or electronic correspondence. We fixed everything by ...................................................
I will prepare the .................................................. and documents related to national and international insurance.
I hope we will receive a .................................................. and a final cost calculation of the shipping today.
Negotiations in the shipping industry
![](https://static.zpe.gov.pl/portal/f/res-minimized/Rb7PlGbqvOaKU/1/1PHSvmdgLYIeBegdolBZKafCI0q9uT3b.jpg)
Film dostępny na portalu epodreczniki.pl
The animation presents the general objectives of negotiations in the shipping industry.Animacja przedstawia ogólne założenia negocjacji w spedycji.
After watching the animation, entitled, “Negotiations in the shipping industry”, decide if the sentence is true or false. Po obejrzeniu animacji „Negocjacje w spedycji”, zdecyduj czy twierdzenie jest prawdziwe, czy nie.
Prawda | Fałsz | |
Negotiations in the shipping industry can be concerned with the means of transport. | □ | □ |
The talks with contractors might also refer to the organization of the transport, the distribution of costs and the responsibility for product insurance. | □ | □ |
Negotiations don’t require the familiarization with many aspects of the shipping process itself. | □ | □ |
Before starting the negotiations, it is good to gather information about the partner and object of the negotiations. | □ | □ |
It is important to decide what our maximum and minimal aims are that we wish to achieve. | □ | □ |
The forwarder shouldn’t analyze the specifications of the means and branch of transport, which are to be used in a given shipping order. | □ | □ |
The forwarder’s tasks also include the assessment of the condition of the carrier’s rolling stock, its parameters, as well as the carrier’s documents. | □ | □ |
The selection of the means of transport is connected with the negotiations of rates with the carriers. | □ | □ |
Exercises
After watching the animation, entitled, “Negotiations in the shipping industry”, match the Polish phrases with their English equivalents. Po obejrzeniu animacji „Negocjacje w spedycji”, połącz w pary polskie terminy z ich angielskimi odpowiednikami.
sposoby pakowania, środki transportu, metody przeładunku, termin przewozu, organizacja transportu, podział kosztów, zabezpieczenie towaru, metody załadunku
methods of packing | |
methods of loading | |
methods of reloading | |
securing the product | |
date of the delivery | |
means of transport | |
organization of the transport | |
distribution of costs |
After watching the animation, entitled, “Negotiations in the shipping industry”, fill in the gaps with correct words or phrases. Use the word bank. Po obejrzeniu animacji „Negocjacje w spedycji”, uzupełnij zdania odpowiednimi wyrazami lub frazami. Skorzystaj z banku słów.
tariffs, Insurance, optimization of costs, prices, assessment of the condition of the carrier’s rolling stock, specifications of the means and branch of transport, object of the negotiations, rates
Negotiations can refer to, e.g., ........................................................................................................................ , the date of the delivery, or to the means of transport.
It is also worth to gather information about the partner and the .........................................................................................................................
The forwarder should analyze the ........................................................................................................................ , which are to be used in a given shipping order.
The forwarder’s tasks include the ........................................................................................................................ , its parameters, as well as the carrier’s documents.
The selection of the means of transport is connected with the negotiations of the ........................................................................................................................ with the carriers.
The forwarder should be familiar with the ........................................................................................................................ and the specifications of carrier services.
Issues concerned with load ........................................................................................................................ can be important elements of negotiations.
The ........................................................................................................................ is one of the most important elements of the cooperation between the shipping company and its client.
Filing a shipping service complaint
The text presents a telephone call between a client and a representative of a shipping company. It refers to a service complaint.
Tekst przedstawia rozmowę telefoniczną klienta z przedstawicielem firmy spedycyjnej w sprawie reklamacji usługi.
Client: Good morning. Martin Jung speaking. I would like to file a complaintfile a complaint.
Employee: Good morning. Mira Waters. Could you please give me your shipping ordershipping order number or your consignment note number?
Client. Of course. It’s ZLO/2017/23.
Employee: Thank you. Please tell me what happened?
Client: I have received the parcel, but it’s damaged!
Employee: Have you read our complaint handling procedurecomplaint handling procedure***?***
Client: I don’t know where to find it.
Employee: I can send it you via email. I see that I have your contact details. You can also find it on our website.
Client: Good, please send it. But what am I actually supposed to do?
Employee: When did you realize that the parcel is damagedparcel is damaged***?***
Client: When it was delivered. I examined it with the driver.
Employee: Did you draw up a damage protocoldamage protocol with the driver?
Client: Yes, but I signed the acceptance protocolacceptance protocol afterwards.
Employee: When was the parcel delivered?
Client: Three hours ago.
Employee: Any damage should be reporteddamage should be reported immediately, no later than 6 days after accepting the parcel. It’s good that you have a signed damage protocol and that you contacted us so quickly.
Client: OK, but what am I supposed to do now?
Employee: You must fill in the complaint formcomplaint form*. You need additional documents to file the complaint, such as the confirmation of receipt, the packing list, the*** commercial invoicecommercial invoice***, and the damaged goods protocol. It would be good if you could also attach a*** photo‑documentationphoto‑documentation***.***
Client: Fortunately, I took some photos.
Employee: The form must be filled in accurately and truthfully. We will check the entire documentation and send it to the insurer.
Client: Great. In that case, I will fill in the complaint form.
Employee: Should you have any questions, please contact me.
Client: Thank you. Goodbye.
Employee: Goodbye.
After reading the text, entitled, “Filing a shipping service complaint”, decide if the sentence is true or false. Po przeczytaniu tekstu „Zgłoszenie reklamacji usługi spedycyjnej”, zadecyduj, czy podane twierdzenia są prawdziwe, czy nie.
Damage should be reported no later than 6 days after accepting the parcel., The complaint is concerned with an untimely delivery of a parcel., The client has read the complaint handling procedure., The client hasn’t signed the acceptance protocol., The client has drawn up a damage protocol with the driver., The client took some photos., The client is asked to give his shipping order number or his consignment note number., The employee of the company will send the complaint handling procedure via email to the client.
TRUE | |
---|---|
FALSE |
A shipping service
The document is an email from a shipping company to a potential client interested in the shipping services of the company. The representative of the company explains the elements concerned with the process of entering an agreement.
Tekst stanowi treść maila od firmy spedycyjnej do klienta zainteresowanego usługami tego podmiotu. Przedstawiciel firmy wyjaśnia elementy związane z procesem podjęcia współpracy w oferowanym zakresie.
Ms. Helen,
In response to your questions regarding the use of our shipping services, I am sending you information which will help us organize the process.
First, please analyze the documents that I am sending.
In the attachment, you will find our shipping tariffsshipping tariffs.
From what I understand, you want to dispatch the loaddispatch the load from Warsaw to Hong Kong. The reloading would probably take place in Hamburg. As part of our shipping services, we take care of customs clearancecustoms clearance, the entire documentation, as well as matters concerned with load insuranceload insurance. We also select appropriate carriers to execute the carriage. We also sign the contract of carriagecontract of carriage in your name.
I am also sending you the shipping order formshipping order form. We will need detailed information about the loadinformation about the load from you, e.g., the weight of the load, its dimensions. I will send you everything in a separate email, once we sign the contract.
As part of our shipping services, we also help fill in the transport documentstransport documents. Should you have any problems, please call me.
The last issue is concerned with your question about invoices. We issue invoices differentiating between shipping chargesshipping charges and carriage chargescarriage charges.
Best regards,
KS.
After reading the text, entitled, “A shipping service”, match the Polish phrases with their English equivalents. Po przeczytaniu tekstu „Usługa spedycyjna” połącz w pary polskie terminy z ich angielskimi odpowiednikami.
opłaty przewozowe, nadać ładunek, formularz zlecenia spedycyjnego, umowa przewozu, ubezpieczenie ładunku, informacje na temat ładunku, taryfy opłat spedycyjnych, opłaty celne, dokumenty przewozowe, opłaty spedycyjne
shipping tariffs | |
dispatch the load | |
customs clearance | |
load insurance | |
contract of carriage | |
shipping order form | |
information about the load | |
transport documents | |
shipping charges | |
carriage charges |
Load insurance
The text presents a conversation between two employees of a shipping company. They are talking about the preparation of an offer for a new client. The dialogue refers to issues such as adding load insurance to the offer.
Tekst przedstawia rozmowę dwóch pracowników firmy spedycyjnej na temat oferty przygotowywanej dla nowego klienta. Dialog porusza między innymi kwestię rozszerzania przygotowywanej propozycji dla klienta o ubezpieczenia ładunku.
Paula: Iren, could you please help me?
Iren: Yes. What’s going on?
Paula: I’m preparing an offer for the new client. We have already been through the loading and unloading requirementsloading and unloading requirements. We have agreed on the costs of the particular stages of the service. All that is left is the insurance. How do we deal with insurance matters? I’ve never dealt with them before.
Iren: We insure the load against damage, theft, etc., upon the request of the client. What is the object of the order?
Paula: Extensive carriage serviceExtensive carriage service of three large loads. It will include both land transport and sea transport. The load will be sent from Poland to Nankeen.
Iren: Are we executing any additional services?**
Paula: Yes. I suggested loading and unloading in ports, control operationscontrol operations, transport of the loads to and from the port. In addition, as part of the contract, we will provide shipping consultationsshipping consultations and we will deal with the handling of documentationhandling of documentation.
Iren: Super. This is going to be a huge contract.
Paula: I was also able to show the client the advantages of full service on our part. In addition, the fact that we collaborate with the best and most renown ship owners was to our benefit during the negotiations.
Iren: OK. So… after discussing the issue of load insuranceload insurance you’ll be able to wrap up the negotiations?
Paula: Exactly. That’s all I need to finish the negotiations.
Iren: You should suggest a CARGO insurance in the case of such an order.
Paula: Could you tell me something about it?
Iren: It guarantees the protection of the transported loadprotection of the transported load from its departure from the dispatch point, until it is delivered to the point of destination. It includes loading, unloading and storing as well.
Paula: How does this differ from our liability insurance the carrier’s liability insurance?
Iren: They don’t cover against all of the risks resulting from fortuitous eventsfortuitous events***, the*** natural features of the productnatural features of the product***, thefts, etc.***
Paula: Super. Could you please send me some additional information about his kind of insurance?
Iren: Sure. I’ll send it in a moment.
Paula: Thanks for your help!
Choosing the forwarder and the carrier
![](https://static.zpe.gov.pl/portal/f/res-minimized/RBpn5cERPmVfS/1/1eRgv77XvGbdRSOobTLf8hdzZJY0RnCO.jpg)
Film dostępny na portalu epodreczniki.pl
The conversation is between a potential client and an employee of a shipping company. The client is asking about the details concerned with licenses, and the selection of the carrier and insurance.Rozmowa odbywa się pomiędzy potencjalnym klientem, a pracownikiem firmy spedycyjnej. Klient dopytuje o szczegóły związane z wyborem przewoźnika, ubezpieczenia, a także licencje.
After listening to the audio recording, entitled, “Choosing the forwarder and the carrier”, match the Polish phrases with their English equivalents. Po wysłuchaniu nagrania „Wybór spedytora i przewoźnika” połącz polskie terminy z ich angielskim odpowiednikiem.
dokumenty rejestrowe, tabor, ubezpieczenie przesyłki, umowa z przewoźnikiem, licencja na spedycję, czynności sprawdzające, środki transportu, odpowiedzialność przewoźnika, giełda transportowa, uprawnienia
contract with the carrier | |
means of transport | |
registration documents | |
certifications | |
rolling stock | |
freight exchange | |
verifying operations | |
forwarding license | |
liability of the carrier | |
parcel insurance |
Exercises
After listening to the audio recording, entitled, “Choosing the forwarder and the carrier”, put the dialogue in the correct order. Po wysłuchaniu nagrania „Wybór spedytora i przewoźnika”, ułóż dialog w odpowiedniej kolejności.
- Yes, please do send it. I will send you an email in a moment. Thank you. Goodbye.
- Thank you as well. Goodbye.
- What about parcel insurance?
- Of course, we also take care of load insurance. Should you be interested, I will send you the necessary documents and the description of the entire process.
- What exactly would you like to know?
- We can do it in your name. It will be included in the invoice.
- Good Morning. How can I help you?
- First, I would like to ask a few questions about the carriage.
- Who signs the contract with the carriers?
- Good morning.
After listening to the audio recording, entitled, “Choosing the forwarder and the carrier”, decide if the sentence is true of false. Po wysłuchaniu nagrania „Wybór spedytora i przewoźnika”, zdecyduj, czy twierdzenie jest prawdziwe, czy nie.
Prawda | Fałsz | |
The client is mainly asking about issues concerned with cargo loading. | □ | □ |
The shipping company can sign the contract with the carrier in the client’s name. | □ | □ |
Verification of the carriers is based mainly on information from freight exchanges. | □ | □ |
When choosing the carrier, the shipping company verifies the carrier’s registration documents, certifications and licenses. | □ | □ |
The conditon of the carrier’s rolling stock and his credibility is taken into account during the verification proces. | □ | □ |
Liability for the transport lies with the forwarder only. | □ | □ |
The shipping company deals with load insurance as well. | □ | □ |
The shipping company has shipping authority to transport goods. | □ | □ |
Filing a national road transport complaint
![The material presents a template of a national road transport complaint form. Materiał przedstawia wzór dokumentu zgłoszenia reklamacji spedycji drogowej krajowej.](https://static.zpe.gov.pl/portal/f/res-minimized/Rg83MC4VuOrCF/1/1VoxSOCQtYkXyyyaEdTvJMTt6h8YQRN3.jpg)
Gallery
Memory
![](https://static.zpe.gov.pl/portal/f/res-minimized/RiwhdYFL9QXuw/1/3IqP96xwbUGTvO7Mm6QUGjCDFVaCI9ib.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DC8lkrszj
Check
![](https://static.zpe.gov.pl/portal/f/res-minimized/RZMYxAEMZa6B7/1/2YfLTf1E6MQOFUWyUezvToED0oablech.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DC8lkrszj
Dictionary
punkt odbiorczy
protokół odbioru
sprawdzenie stanu przesyłki
przepustowość węzłów granicznych
ubezpieczenie CARGO
ewidencja ładunków
opłaty przewozowe
ubezpieczenie OC przewoźnika
uprawnienia
kwota roszczenia
uzasadnienie i oczekiwania klienta
faktura handlowa
zgłoszenie reklamacyjne
procedura reklamacyjna
uzupełnić dokumentację
stan taboru
potwierdzenie
partia towaru
treść pisma reklamacyjnego
umowa przewozu
umowa z przewoźnikiem
kontrahent
kalkulacja kosztów
dokumentacja kosztowa
odprawa celna
dokumenty celne
protokół uszkodzenia, protokół szkody
uszkodzenie przesyłki
termin przewozu
dostarczony do przewoźnika
dostarczenie na miejsce docelowe
miejsce przeznaczenia
port przeznaczenia
punkt nadawczy
nadać ładunek
podział kosztów
dokumenty przewoźnika
dokumenty związane z ubezpieczeniem krajowym i międzynarodowym
korespondencja elektroniczna
uwarunkowania terenowe
zgłosić reklamację
ubezpieczenie OC spedytora
licencja na spedycję
giełda transportowa
dowody obce
informacje na temat ładunku
informacje o przedmiocie negocjacji
informacje o partnerach
Zakład Ubezpieczeń
stawki ubezpieczeniowe
dokumenty transportowo- spedycyjne międzynarodowe
odpowiedzialność przewoźnika
przewóz ładunku
ubezpieczenie ładunku
zabezpieczenie ładunku
kontrola ilości ładunku
przemieszczanie ładunku
port załadunku
całkowity brak przesyłki
środki transportu
metody załadunku
sposoby pakowania
metody przeładunku
dokumenty transportowo- spedycyjne krajowe
negocjowanie stawek
optymalizacja kosztów
organizacja transportu
dowody własne
korespondencja papierowa
parametry
odbiór przesyłki
ubezpieczenie przesyłki
częściowy brak przesyłki
fotodokumentacja
miejsce załadunku
przepustowość węzłów portowych
potwierdzenie ceny
podstawowy zakres ubezpieczenia
główny środek transportu
ubezpieczenie towaru
załadunek towaru
rozładunek towaru
jakość usług
stawka za
dojazd do miejsca przeznaczenia
dojazd do punktu nadania
dokumenty rejestrowe
zgłoszenie szkody
przepustowość dróg
opłaty drogowe
tabor
rozszerzony zakres ubezpieczenia
wybór przewoźnika
poczucie bezpieczeństwa
uprawnienia na pośrednictwo przy przewozie rzeczy
opłaty spedycyjne
oszacowanie kosztów wysyłki ładunku
dokumentacja wysyłki
wysyłka wartościowego towaru
zlecenie spedycyjne
formularz zlecenia spedycyjnego
taryfy opłat spedycyjnych
magazynowanie
taryfikatory
techniczne urządzenia biurowe
dokumentacja transportowa
dokumenty przewozowe
ryzyko transportowe
nieterminowa dostawa
pilne zlecenie
czynności sprawdzające
list przewozowy
potwierdzenie na piśmie