Have you ever asked yourself how global transport industries manage to operate and communicate effectively across different languages, cultures, and regulatory frameworks within the EU and within and outside the USA?

How do global shipping companies ensure that their products and services reach customers without linguistic barriers, misunderstandings, and logistics delays? The answer is global translation services.

Importing and exporting goods involves considerable paperwork, depending on the type, value, and origin of the goods, as well as the customs procedures and requirements of the destination country. However, communication and paperwork don’t have to be daunting if you follow a few steps for organizing your documents and you use a professional, specialized translation service to lighten the load.

Language consulting services are vital to global transport and storage companies, including vehicle shipping companies, given that language consulting firms specialize in streamlining operations across borders and markets. But this area of business translation is not as simple as you may think. It requires careful planning, quality control, and compliance with a variety of national standards and regulations. In this blog post, we’ll not only take a look at international translation requirements in the logistics industry but also see how you can comply with those requirements using our professional language services.

There are many reasons to use a specialized provider of language services to translate import and export documents (and others), particularly in the logistics industry. In this industry, speed, accuracy, and consistency with technical terms and processes across languages and cultures is crucial to avoiding legal issues that could result from poorly translated documents, not to mention problems due to misunderstandings in face-to-face meetings because an interpreter isn’t used.

As professional language service providers, we ensure that our native experts use highly advanced translation technologies, style guides, and terminology management systems, thereby allowing them to refine the quality and accuracy of the translations we deliver to transport and logistics corporations. The success and profitability of these companies depend on a swift and effective flow of understandable information. Furthermore, nothing is delivered without first applying a certified quality assurance process to error-proof all translations.

Logistics depend on the web

We have now reached the point where, when you order something online, you’re never sure whether it will be delivered from a store around the corner or through a multi-modal logistics system from somewhere in Europe, the USA, or even China. This is achieved through the amazingly high-quality website translation and localization work done by organizations such as ours. Studies show that customers are more likely to buy if they are able to use a website that is well written and not obviously translated.

Software for logistics

Designed in the USA, engineered in the EU, and manufactured in Asia. From the initial idea to the finished product transported in a shipping container, translation is more than just a link in the chain for the largest logistics operators. It holds a project together. That’s why major corporations invest in multilingual software to keep the information flowing.

Motor vehicle and aircraft transport and warehousing

Top logistics companies that serve vehicle shipping companies rely on language service providers that serve the highly globalized automotive and aeronautical industries. These sectors already rely on our services for translating and updating instruction manuals, technical specifications, software, and marketing materials. But in addition to the highly specialized, industry-specific documentation used by those sectors, there are other logistics documents that are common to almost all freight logistics companies. This is an area where CPSL can exponentially improve the speed and success of processes by allowing companies to harness our mastery of advanced assisted-translation technologies that use translation memories and glossaries. We even offer automated localization services for translating websites so that everyone involved is kept in the loop.

Standardized import-export documents provide everyone who handles and stores cargo with traceability and accountability for all goods in transit, and it is essential that those documents be understood by all parties involved. Both external and internal customers need a multilingual website where they can find up-to-the-minute information in their native languages, particularly for special goods such as pharmaceuticals, which require temperature-controlled transport. Moreover, importers and exporters also need specific documents to certify conformity with varying national laws and regulations (for customs clearance) and to enable tariff calculations, usually in several languages. These documents must accompany all shipments in the appropriate languages to ensure the satisfaction of all authorities involved. However, shipping documents also contain many common terms and established terminology that need not be translated repeatedly, but they must nevertheless be 100% accurate to ensure that your cargo is processed without delay.

These documents are:

• The waybill, an informal agreement between the cargo’s sender, the carrier, and the receiver.
• The bill of lading is evidence of a contract of carriage and receipt of the goods by the carrier.
• The packing list contains a more detailed description of the goods.
• The invoices and preformas contain financial information relevant to the consignment.
• The summary declaration holds advance cargo information for security and safety purposes.

Cutting the red tape for transport and storage

Failing to provide accurate regulatory documents in the language of the destination country is expensive and time-consuming. For example, according to the United States “Guide for Commercial Importers”:

“The invoice and all attachments must be in the English language or shall be accompanied by an accurate English translation. Each invoice shall state in adequate detail what merchandise is contained in each individual package. If the invoice or entry does not disclose the weight, gauge, or measure of the merchandise necessary to ascertain duties, the importer of record shall pay expenses incurred to obtain this information prior to the release of the merchandise from CBP custody. Each invoice shall set forth in detail, for each class or kind of merchandise, every discount from the list or other base price that has been or may be allowed in fixing each purchase price or value.”

But that’s not all. Officially stamped, signed, and notarized documents are often a prerequisite for goods to be granted entry into a country.

Legal hurdles

One document frequently required in the logistics industry is the power of attorney. In the United States, for example, the entry of goods made by a non-resident individual or partnership or by a foreign corporation requires a resident agent who is authorized to accept the service of process on the foreign corporation’s behalf. This means granting a power of attorney to a local agent, executed before a notary public and bearing the notary’s seal. Notarizing officers at any United States Embassy or Consulate abroad can provide notarial services similar to the functions of a notary public in the United States. It is also possible to have a document notarized by a local foreign notary and then have the document authenticated for use in the United States. In countries that are party to the Hague Apostille Convention, this is a simplified process that does not involve embassies or consulates (see the Hague Conference website for complete information on the Apostille process. The documents must be in English, which is where CPSL’s sworn translation service is invaluable. To obtain such a translation, you must present the following:

• A certificate from a public officer of the country showing the legal existence of the corporation.
• A copy of the articles of association showing the scope of the importer’s business.
• A copy of the document proving the powers of the person signing the power of attorney (articles of incorporation, a copy of the pertinent resolution, minutes of the board of directors’ meeting, or other document).

Keep in mind that the laws regarding incorporation and the notation and authentication of documents vary from country to country.

As you can see, preparing your multilingual documents in a smooth, orderly manner requires dedication and expertise, which is exactly where CPSL can be of assistance. Don’t let language barriers hold you back and cost you money. Contact us today and tell us what you need, and we’ll provide a free quote for your project, as well as a host of other ideas to help you with any language, document, or deadline.