Shipment and Packing
Shipping is very important in foreign
trade because goods sold by seller have
to be the buyer abroad, and the delivery
of goods is also made possible by
shipping (or transport) services. The
business of foreign trade shipping is
When buyer and seller discuss the
terms of the contract, terms of
shipment are compulsory .Terms of
shipment include methods of transport,
time for shipment, partial shipment and
transshipment .port or place of loading
and unloading, shipping documents, etc.
Structure of the body
1. Letter of extending shipping date
（1）Reference documents including their
number and date;
（2）The reason for extending shipping date;
（3）The certain shipping date you want
（4）Thanks for their cooperation;
2. Shipping Instructions
（1）Reference documents including their
number and date;
（2）The main content of instruction;
（3）Thanks for their cooperation;
3. Urging for Shipment
（1）Reference documents including their
number and date;
（2）Ask they attention about the time limit
and the consequence of delay ;
（3）Requirement for the shipment in time;
（4）Thanks for their cooperation;
No matter what kind of terms of payment,
especially for FOB, and CFR terms the seller
shall ,within a reasonable period of time , send to
the buyer by fax/email a
“XX days (definite) notice of cargo readiness”
in order to leave ample time for the latter to
charter a ship or book shipping space and
Provided that the nature of the goods permits
and that appropriate stipulations have been laid
down in the contract or L/C, the seller may
choose to make several partial shipments of a
given lot of contracted goods at different times.
After making shipment , the seller should , no
matter on what trade terms the transaction is
concluded , promptly advise the buyer of its
completeness in order to help the latter to
take out insurance . Such a notice is called
Shipping Advice is often sent by air letter,
fax or email. If there is a stipulation regarding
the matter in the relevant L/C , the seller should by
no means neglect it . He must fulfill his
obligations by sending the Shipping Advice in
strict accordance with the stipulation, which is
used as a negotiating document to be delivered
to the bank.
Main Contents Of Shipping Advice
1) Contract and /or L/C number(s);
2) Name of commodity;
3) Number of packages;
4) Total quantity shipped;
5) Name of the vessel;
6) Sailing date of the vessel(ETD , ETA);
7) Total value of the shipment;
8) Gross weight and net weight.
The ultimate purpose of packing is to keep
the transported goods in perfect condition with
nothing missing on arrival. Good packing must be
able to stand the
Packing can be divided into
1.transport packing (usually known as outer packing)
2.sales packing (usually known as inner packing).
Packing must be strikingly marked conventionally,
outer packing marks mainly include transport
marks, directive marks and warning marks.
Transport marks consist of:
1) consignor’s or consignee’s code name;
2) number of the contract or the L/C;
3) the port of destination;
4) numbers of the packed goods;
all of which can greatly facilitate identification
and transportation. e.g.
Directive marks are eye-catching figures and
instructions concerning manner of proper
handling, storing, loading and unloading of the
packed goods. e.g.
USE NO HOOKS
THIS SIDE UP
HANDLE WITH CARE
DO NOT DROP
Structure of body
Generally, Letters about packing issues should be
concise and clear. In such letters, the seller can
describe in detail to the buyer his customary
packing of the goods concerned and also
indicate clearly that he may accept any required
packing at the expense of the buyer.
The letter about packing will include following
（1）The relevant documents including their
No. and date;
（2）The description of packing conditions of
（3）To ensure the packing condition will
satisfy the buyer;
Specimen Letter of Extending Shipping Date
Your Letter of Credit No.1234 covering your Order No.200 for 300 Bicycles RS-5 has
However, we would like to ask you if you could extend the shipping date and the
validity in the credit for two weeks respectively.
The reason is that a labor conflict has occurred in the factory where we placed your
order and the production of your goods has been stopped for the time being.
Fortunately there is a prospect that the strike will be over within two weeks. Of
course we will do our best to ship your order as soon as the conflict is over.
Your cooperation will be appreciated.
Sample 2 Shipping Advice
To:Deling Trade bv From : Dalian Weida Trading Co., Ltd.
P.O. Box 100 No. 10 Yunming Road
3700 GC Bunsten Xigang District
Holland Dalian ,China
Contract no. : CH/06/66.809
L/C no. : LC84E0074/06
Dalian, September 17, 2006
WE HEREBY INFORM YOU THAT THE GOODS UNDER THE ABOVE MENTIONED CREDIT
HAVE BEEN SHIPPED. THE DETAILS OF THE SHIPMENT ARE STATED BELOW.
Commodity DEMINERALIZED WHEY POWDER
Packing conditions As called for by the L/C (4760 25kg in 4-ply paper sacks
with inner polyethylene liner and big bags in 7x 20'containers )
Quantity 119.00 Mt
Gross weight 121380 kgs
Net weight 119000 kgs
Total value USD1118860.00
Please be informed that these goods have been shipped from Dalian to Rotterdam
with mv Sea Nordica and Lindoe Maersk.
Shipment date September 15, 2006.
B/L no. SEAU871107101
We herewith certify this message to be true and correct.
Dalian Weida Trading Co., Ltd.
as beneficiary Copies of the relative shipping documents are enclosed, thus you may
find no trouble in taking delivery of the goods when they arrive.
We hope this shipment will reach you in time and turn out to your entire satisfaction.
Encl. Our Invoice No.12345 in duplicate
Packing List No.56778 in duplicate
Non-negotiable Bill of Lading No.3456
Insurance Policy No. 8907
Survey Report No.TY123
Sample3 Shipping Instructions
Re: Our Order No. 123
We have received your fax of May 3 and noted that you have booked our Order No.123
for 4 sets of Model 890 Machine. Our confirmation of the order will be forwarded
to you in a few days.
It is of great importance to our buyers that the arrival date of this order should be
arranged as early as possible to meet their requirements. So you are supposed to
ship the goods by a steamer of COSCO co., the main reason is that their steamers
offer the shortest time for the journey between China and Germany . We shall
appreciate it if you will endeavor to ship the consignments as follows:
Order No.123 :by S.S.”XXX” due to sail from Hamburg on 15/5/06 or latest by S.S.”XXX”
due to sail from Hamburg on 25/5/06 arriving in Amoy on 30/5/06 and 15/8/06
Thanking you in advance for your cooperation.
Sample4 Shipping Marks Instruction
Re: Our Order No.168
With reference to the shipment of our Order No.168 for 200 cases of China Wears, we
wish to draw your attention to the following :
As the goods are susceptible to be broken, the wares must be packed in seaworthy
cases capable of withstanding rough handling.
Please mark the cases with our initials in a diamond, under which comes the
destination with contract number and stencil conspicuously the words: FRAGILE
HANDLE WITH CARE” on both sides of the cases.
We trust that the above instructions are clear to you and that the shipment will give
the users entire satisfaction.
Sample5 Urging for Shipment
S/C No. 2345
Referring to our previous letters ,we wish to call your attention to the fact that up to the present
moment no news has come from you about the shipment under the captioned contract.
As you have been informed in one of our previous letters , the users are in urgent need of the
goods contracted and are in fact pressing us for assurance of timely delivery.
Under the circumstances, it is obviously impossible for us again to extend our L/C No.XXX ,
which expires on 1st July , and we are obliged to remind you of this matter once again .
As your prompt attention to shipment is most desirable to all parties concerned, we hope you
will let us have your shipping advice without fail.
Sample6 urging for shipment
Dear Mr. Li:
Our order No.3979: 50 Electric Drills
As it is now more than two months since we opened
a letter of credit in your favor, We should like to
know exactly when you could arrange shipment of
the goods. Your prompt response will be highly
Sample7 shipping condition
Dear Mr. Goodman:
Thank you for your fax of September 11.We are pleased to inform you
that we have been able to secure the vessel you asked for.
She is the S.S. Bohai and is docked at present in Lianyungang. She has
a cargo capacity of eight thousand tons, is a bulk carrier, and has a
speed of 24 knots which will certainly be able to make the number of
trips you mentioned.
Please fax us to confirm the charter and we will send you the charter
Words and Expressions
1. compulsory adj. 必需做的
2. partial shipment 分批装运
3. transshipment n. 转运
4. convey v. 运送
5. circumstances n. 情况
6. steamer n. 轮船
7. container n. 集装箱
8. ample. adj. 充足的
9. charter ｖ. 租（船，车）
10. validity n. 有效期
11. respectively adv. 分别的
12. conflict n. 冲突
13. prospect n. 希望
14. demineralized adj. 去除杂质的
15. whey powder 乳清粉
16. ply n. 厚度
17. polyethylene n. 聚乙烯
18. liner n. 衬垫
19. Gross weight 毛重
20. Net weight 净重
21. forward v. 寄送
22. COSCO 中国远洋运输公司
23. wear n. 服装
24. susceptible adj. 易受影响的
25. initials n. 首字母缩写词
26. diamond n. 菱形
27. glassware n. 玻璃制品
28. destination n. 目的地
29. stencil adj. 蜡印
30. conspicuously adv. 显著地
31.frangile adj. 易碎的
1)We would like to ask you if you could extend the shipping date and the validity in the credit for
two weeks respectively.
2) We would rather ship the goods by direct ship than transship them via Singapore.
3) Will you please inform us of the date of shipment and quantities you can supply form the
4) We have pleasure in informing you that the shipment of 2,000tons Chemical Fertilizer will be
effected by the S.S. “Dong Feng” which, scheduled to leave here on 13th,March.
5) We hereby inform you that the goods under the above mentioned credit have been shipped.
The details of the shipment are stated below.
6) As it is now more than two months since we opened a letter of credit in your favor, We should
like to know exactly when you could arrange shipment of the goods.
7) She is the S.S. East Wind and is docked at present in Shanghai. She has a cargo capacity of
eight thousand tons, is a bulk carrier, and has a speed of 24 knots which will certainly be
able to make the number of trips you mentioned.
8)You should advise the insurance company by fax, 12 days before the date of loading of the
name of ship, expected lay days, loading capacity, contract number and most importantly,
the insurance policy no.
9) We regret our inability to comply with your request for shipping the goods in early December,
because the direct steamer sails for your port only around the 20th every month.
10) You should advise us by fax, 12 days before the date of loading of the name of ship,
expected lay days, loading capacity, contract number and the shipping agents.
1)Packing must be suitable for ocean shipment and sufficiently strong to withstand rough
2)For better results, we now use plastic bags instead of paper ones. This not only gives better
protection but also adds to the attraction of goods.
3)In cartons ,each containing 4 boxes about 9 lbs, each piece waxed and wrapped with paper.
4)Goods are packed in neutral packing and buyer’s labels must reach the seller 45 days before
the month of shipment.
5)Many countries require that the certificate of origin ,legal weight ,port marks ,labels for
hazardous materials be properly labeled on each package.
6)20 pieces in a box, 10 boxes to an export canton .Total 500 cartons only.
7)We require packing be in wooden boxes of 20 kilos net, each wooden box containing 40
cardboard packs of 500 grams net.
8) I’m afraid the cardboard boxes are not strong enough for transport by sea.
9) The outer packing of the cargoes should be durable ,adaptable to the changing climates in
10) We would rather the goods packed in wooden case with the net weight each case 200kg
than packed in double gunny bags.
11) As the goods are susceptible to be broken, the wares must be packed in seaworthy cases
capable of withstanding rough handling.
1．出口商公司名称：SHANGHAI JINHAI IMP&EXP CORP. LTD.
2．进口商公司名称：ANTAK DEVELOPMENT LTD.
3．支付方式：20%T/T BEFORE SHIPMENT AND 80% L/C AT 30 DAYS AFTER SIGHT
4．装运条款：FROM SHANGHAI TO SINGAPORE NOT LATER THAN SEP. 30, 2005
6．货物描述：MEN’S COTTON WOVEN SHIRTS
货号/规格 装运数量及单位 总金额 毛重/净重(件) 尺码
1094L 700 DOZ USD19180.00 33KGS/31KGS 68*46*45CM
286G 800 DOZ USD31680.00 45KGS/43KGS 72*47*49CM
666 160 DOZ USD5440.00 33KGS/31KGS 68*46*45CM
尺码搭配：1094L：M L XL
3 3 4 = 10打/箱
286G； M L XL
1.5 3 3.5 = 8 打/箱
666； M L XL
1.5 3.5 3 = 8 打/箱
8．L/C NO.123456 DATED AUG.18，2005 ISSUED BY BANK OF CHINA SINGAPORE BRANCH
ADVISING BANK： BANK OF CHINA， SHANGHAI
9．船名：HONGHE v.188 B/L NO.：ABC123 B/L DATE：2005年9月20日
10．S/C NO. 00SHGM3178B DATE AUG.2，2005
11．INVOICE NO. SHGM70561
WE HEREBY INFORM YOU THAT THE GOODS UNDER THE ABOVE MENTIONED CREDIT HAVE BEEN SHIPPED. THE DETAILS OF
THE SHIPMENT ARE STATED BELOW.
NUMBER OF PKGS:
DATE OF DEPARTURE:
PORT OF LOADING:
SHANGHAI JINHAI IMP&EXP CORP. LTD
1. In each of the following sentences: choose the appropriate word or words in the
parentheses. Be prepared to justify your choice:
1）How would you (pack, bag, Packing) this lot of stationary?
2）We use (paper, cardboard, strong) boxes and then ( strong, reinforce, harden)them with iron
3）As to the (inner, inside, in) packing, it must be attractive and helpful to the sales.
4）There’s great demand on (ship, shipping, shipment) lately. But we’ll do our best to ship the
goods by the first available vessel after receipt of your L/C.
5） If you can’t get hold of a (direct, straight, line) vessel, we may agree to have the goods
transshipped (past, via, by) New York.
6）we prefer direct sailings as transshipment adds to the risk to damage and may delay the
(arrive, arrival, arrivament) .
7）We are using more and more (large boxes, containerized, container) vessels for cargoes
destined for that area
8）If you cannot get the goods ready by the time the ship (booked, chartered, ordered) by us
arrives at the port of loading, you will be responsible for the losses thus incurred.
• 9) Cotton clothes are packed in cardboard cases and buyer’s labels must be (get, presented,
shipped) to the seller 45 days before the day of shipment.
• 10) We (hereafter, thereby, hereby) inform you that the goods under the above mentioned
credit have been shipped. The details of the shipment are stated below.
2. Translate the following sentences into Chinese or English.
1) Please fax us your confirmation, so that we can pack the goods immediately.
2) We’ve already taken steps to improve our packing and are confident that our future
shipments will give you complete satisfaction.
3) Please furnish us with your assurance that the goods will be shipped on board the
S.S “Dong Feng ”by all possible means.
4) We have 20,000 tons of coal at Port Xinggang ready for dispatch to Osaka, Japan
.Please ship them by S.S. “Sheng Li” due to sail on or about Jan,7.
5) It is of great importance to our customers that the goods of this order should be
arranged to reach our part as early as possible to meet their requirements.
3. Fill in the blanks of following letter according to the information in Chinese.
20 May 2005
Kee & Co., Ltd
34 Regent Street
Thank you for your letter of 20 May enquiring about the shipment of your order under contract 4632.
Please accept my apology for the delay which has been caused by the unavailability of shipping space from Bombay to
The matter was, however, in hand and your consignment was shipped yesterday on board SS Pandit which is sailing
directly to London.
I enclose one set of shipping documents comprising:
I am glad that we have been able to execute your order as contracted. I trust the goods will reach you in time for the
winter selling season and prove to be entirely satisfactory. I will personally ensure that you receive our prompt and
careful attention at all times.
4．Write a shipping instruction with the following
Exporter: NNN Import And Export Company No．1132
Qingchun Road Hangzhou China
Importer: KKK Co．，Lid No.12 Queen Road Seoul，
Order No KKK09871
Goods: 1600 Doz glass products
Packing：2 dozen in wooden case,44.00 KGS/48.00 KGS,
20cm* 50cm*70cm each case, Shipping marks：
Vessel/Voy. No：MAYFLOWER V.255 Date of B/L July 16,
1)pack 2) cardboard、reinforce
3) inner 4) ship 5) direct、via
6) arrival 7) containerized 8) chartered
9) presented 10) hereby
6）All our goods will be packed as a piece in one plastic bag, six bags in one box
and ten boxes in one cardboard case.
7) Every package should be marked the destination, item number, gross weight
and net weight.
8) The first lot under our sales confirmation no.0168 will be shipped per S.S.
“DaQing” scheduled to sail on or about Dec. 5th.
9) The ship should be at the port of loading within 15 to 25 days after you have got
the goods ready.
10）Copies of the relative shipping documents are enclosed, thus you may find no
trouble in taking delivery of the goods when they arrive.
1 a copy of non-negotiable Bill of Loading
2 commercial invoices in duplicate
3 a copy of certification of guarantee
4 a copy of certification of quality
5 a copy of insurance policy
To: NNN Import and Export Company From: KKK Co．，Lid No.12
No．1132 Qingchun Road Queen Road
Hangzhou China Seoul，Korea
Re: Our Order No. KKK09871
We have received your fax of May 3 and noted that you have booked our Order No
KKK09871 for 1600 Doze glass products. Our confirmation of the order will be forwarded to
you in a few days.
It is of great importance to our buyers that the arrival date of this order should be arranged
as early as possible to meet their requirements. So you are supposed to ship the goods by a
steamer of COSCO, the main reason is that their steamers offer the shortest time for the
journey between China and Korea. The goods mentioned here should be packed in the way
as 2 dozen in wooden case,44.00 KGS/48.00 KGS, 20cm* 50cm*70cm each case, Shipping
We shall appreciate it if you will endeavor to ship the consignments as follows:
Order No. KKK09871: by S.S.”XXX” due to sail from Hangzhou on 15/5/06 or latest by
S.S.”XXX” due to sail from Hangzhou on 25/5/06 arriving in Koera on 30/5/06 and 15/8/06
Your cooperation will be greatly appreciated.