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Correspondence between Exporter and Importer

Exporter Giving Shipment Notice

This document can be used as a template for the exporter / supplier to give shipment notice. It sets out the details of the order and the payment arrangement. 

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Document Description

The document titled 'Correspondence between Exporter and Importer' is an important communication tool between an exporter and an importer. It serves as a formal means of conveying information regarding the shipment of goods from the exporter to the importer. The document begins with the account details of the sender, including their first name, last name, job title, and address. The date of the correspondence is also mentioned.


The document is addressed to the recipient as 'Dear Sir/Madam,' indicating a professional and respectful tone. It informs the recipient that the goods they ordered have been shipped and are expected to arrive on a specified date. The sender emphasizes that special care has been taken to include only items suitable for the destination conditions, ensuring customer satisfaction.


The document includes an enclosed copy of the invoice, which states that the price of the goods is within the maximum figure provided by the recipient. The sender has drawn on the recipient for the payment amount through the bank, with instructions to release the documents upon payment of the draft. The sender explains that due to the urgency of the order, they had to follow their standard practice of cash basis for new customers.


The sender expresses their anticipation of further orders from the recipient. They mention that if satisfactory references and regular dealings are established, they would be willing to consider open-account terms with quarterly settlements. The document concludes with the sender's signature and job title.


Overall, this document serves as a formal notification of the shipment of goods, highlights the care taken by the sender, and expresses the possibility of future business relations.

How to use this document?

Guidance for using the document:


1. Enter account information: Fill in the first name, last name, job title, and address of the sender in the designated fields.

2. Specify the date: Update the date field with the current date.

3. Address the recipient: Replace 'Dear Sir/Madam' with the appropriate salutation based on the recipient's name or title.

4. Mention shipment details: Provide information about the goods being shipped, including the order date, expected arrival date, and any special considerations for the destination.

5. Include invoice details: Attach a copy of the invoice that clearly states the price of the goods and ensure it is within the recipient's specified maximum figure.

6. Arrange payment: If necessary, draw on the recipient for the payment amount through the designated bank and specify the conditions for document release upon payment.

7. Express anticipation of future orders: Convey the sender's eagerness for further business and mention the possibility of open-account terms with quarterly settlements based on satisfactory references and regular dealings.

8. Sign and provide job title: Append the sender's signature and job title at the end of the document.


Following these steps will ensure effective use of the 'Correspondence between Exporter and Importer' document, facilitating clear communication and potential business opportunities between the parties involved.

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