Have you ever asked yourself how global transport industries manage to operate and communicate effectively across different languages, cultures, and regulatory frameworks in 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 requires much 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 need not be daunting if you follow some steps to prepare to organise your documents and use a professional, specialised translation service to lighten the load.

Language consultancy services are vital to global maritime transport, transportation and storage companies, such as automotive shippers as they specialise 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 varying national standards and regulations. In this blog post, we will look at international translation requirements in the logistics industry and how you can meet them with the help of our professional language services.

There are many reasons to use a specialised linguistic services provider to translate import, export, and other documents, particularly in the logistics industry where speed, accuracy, and consistency of technical terms and processes across languages and cultures are crucial to avoid legal issues resulting from poorly translated documents and even face-to-face misunderstandings due to the lack of an interpreter.

As professional language service providers, we equip our native experts with highly advanced translation technologies, style guides, and terminology management systems to perfect the quality and accuracy of the translations we deliver to transport and logistics corporations whose success and profitability depend on a swift, effective flow of understandable information. What’s more, nothing is delivered without first applying a certified quality assurance process to error-proof your translations.

Logistics depend on the web

We have reached the point where, when we order something online, we are sometimes unsure whether it will be delivered to us from around the corner or by a multimodal logistics system from somewhere in Europe, the USA, or even China. This is down to the amazingly high-quality website translation and localisation work done by organisations like ours. Studies show that customers are more likely to buy if they are not confronted by a website which is badly written and 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 moved by shipping container transport, translation is more than just a link in the chain for the largest logistics operators. It holds the 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 serving vehicle logistics companies rely on language service providers to serve the highly globalised automotive and aeronautical industries. These sectors already rely on our services to translate and update instruction manuals, technical specifications, software, and marketing materials; however, beyond the highly specialised industry-specific documentation used by these sectors of the economy are the broadly accepted logistical documents common to almost all freight logistics companies. This is one area where CPSL can exponentially improve the speed and success of processes by harnessing our mastery of advanced assisted translation technologies with translation memories and glossaries. We even use automated localisation services to translate websites to keep everyone involved in the loop.

Standardised import-export documents provide traceability and accountability for goods in transit between everyone handling and storing the cargo, and it is essential that they are understandable by all parties involved. Customers and internal clients alike need a multilingual website where they can find up-to-the-minute information in their native languages, particularly for special goods requiring pharmaceutical temperature-controlled transport and vehicle logistics companies. Moreover, importers and exporters also need specific documents for customs clearance to certify conformity with national laws and regulations and enable tariff calculations, sometimes in several languages, which may vary from country to country. These documents must accompany all shipments in the appropriate languages to satisfy all the authorities intervening in the operation; however, they contain many common terms and established terminology that need not be translated repeatedly but must nevertheless be 100% accurate to enable your cargo to be 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 proformas contain financial information relevant to the consignment.
• The summary declaration holds advance cargo information for security and safety purposes.

Cutting the red tape for transportation 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 notarised documents are often a prerequisite for granting goods entry to 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 must have a resident agent to accept the service of process on the foreign corporation’s behalf. This requires granting a power of attorney to a local agent, executed before a notary public and bearing the notary’s seal. Notarising 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 notarised 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. Obtaining this means you must present:

• 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, copy of the 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 come back with a free quote for your project and a host of other ideas to help you with any language, document, and deadline.