Working in international freight shipping is as much about logistics as it is about people. And when those people come from different countries, languages, and business cultures—well, misunderstandings are inevitable.

After years of working with clients across Europe, Southeast Asia, North America, and the Middle East, I’ve noticed that many problems aren’t about price or service quality. They start with communication gaps. So, here are five common (and avoidable) mistakes when dealing with overseas clients.

1. Assuming Everyone Understands “Shipping Terms”

Terms like FOB, CIF, DDP might feel basic to us, but not every client—even those with experience—understands them the same way.

In one case, a European customer thought “FOB China” meant we would cover insurance too. It took three emails and a phone call to clarify. Lesson learned: spell out what’s included, don’t just use acronyms.

Tip: Use visual charts or short definitions in early-stage communication. Saves both sides trouble later.

2. Overestimating the Client’s Logistics Knowledge

Not all clients are freight professionals. Sometimes your contact person is from purchasing or finance—and they don’t know the difference between a B/L and a packing list.

If you throw around jargon like “manifest filing” or “HS code mismatch,” you may lose them. Instead, simplify and explain only what matters in context.

3. Using Too Much Localized English

Phrases like “FYI,” “please revert,” or “as per our discussion” can sound odd to non-native speakers. Same goes for regional expressions like “touch base” or “circle back.”

Clarity wins over cleverness. Use neutral, simple English—especially in writing.

4. Ignoring Time Zones and Holidays

One of the easiest ways to look careless? Sending an urgent quote follow-up on a national holiday—because you didn’t check their calendar.

Build a habit of using tools like “worldtimebuddy” or “Google Calendar world clocks.” Better yet, ask new clients about their working hours in the onboarding process.

5. Being Too “Transactional”

Many overseas clients appreciate efficiency, but freight is still a relationship-based business. A quick check-in message (“How was your weekend?”) or acknowledging a past issue builds trust.

Don’t treat communication like ticking boxes. Treat it like collaboration.

Final Thought:

In international freight shipping, the technical stuff can often be solved. It’s the human misunderstandings that hurt your reputation most.

Speak clearly, confirm often, and stay humble. That’s the real key to smoother global freight operations.