How should the notes on the export agency process be written to be clear and understandable?
Solved#Export agent#
I've just started dealing with the export agency business, and my leader asked me to write notes on the export agency process for the convenience of team members' future reference. But I'm not sure from which aspects to start, nor do I know what to record with emphasis. Are there any friends who have written notes on the export agency process? Can you share your experience? How can I write them to be clear and understandable so that everyone can understand at a glance?
Professional consultant answers
Sarah ZhangYears of service：8Customer Rating：5.0
Document expertConsult
When writing notes on the export agency process, first sort out the entire process. Start recording from customer consultation, including the product information and export requirements provided by the customer. Then comes the signing of the agency agreement, clarifying the rights and obligations of both parties. After that, focus on recording the goods preparation link, such as stockpiling goods, commodity inspection (if required).
Next is the booking shipping space link, record how to contact the freight forwarder to book shipping space and obtain shipping space information. During the goods shipment stage, record the handling of customs declaration procedures, including the required documents. After the goods leave the port, record the processing of transport documents such as bills of lading, as well as the operation of foreign exchange collection and settlement.
Also record the export tax refund process, such as the preparation of application materials. The language of the notes should be concise, and each step can be accompanied by a simple explanation or precautions for the convenience of team members to understand and refer.
Michelle ChenYears of service：3Customer Rating：5.0
Business coordination consultantConsult
You can write in chronological order, which is clearer. For example, record which day you received the customer's commission, what you did on that day, and the steps advanced each day thereafter. In this way, the process will be clear at a glance.
Amanda YangYears of service：3Customer Rating：5.0
Cost control consultantConsult
List clearly the documents involved in each link, such as agency agreements, customs declarations, bills of lading, etc., write down the purposes of the documents and the ways to obtain them. This is very useful for those who read the notes.
Elizabeth LiYears of service：3Customer Rating：5.0
Compliance and risk managerConsult
Add some tips in the notes, such as special requirements for the commodity inspection of certain products, to avoid detours for everyone in the future.
Andrew HuangYears of service：7Customer Rating：5.0
Supply chain optimization expertConsult
Record the error - prone links with emphasis, such as the filling of customs declaration materials, reminding everyone to check carefully and reduce mistakes.
James LiuYears of service：10Customer Rating：5.0
Foreign trade tax refund consultantConsult
You can attach some process framework diagrams. Presenting them graphically will be more intuitive to assist the text description.
Joseph ZhouYears of service：10Customer Rating：5.0
Senior foreign trade managerConsult
Record the communication nodes with different departments or external organizations, such as the key points of communication with freight forwarders and customs.
David LiYears of service：6Customer Rating：5.0
Senior customs declaration consultantConsult
After each process is completed, summarize the experience and lessons of this time and write them into the notes, which can continuously improve the process.
Emily LiuYears of service：10Customer Rating：5.0
Settlement and payment expertConsult
If there are changes in relevant policies and regulations that affect the process, update the content of the notes in a timely manner.