Practical Guide: How Foreign Trade Newbies Can Use Trade Terms to Expand Their Business!

Xiao Li is a newcomer in the foreign trade industry. He took on his first international order with great enthusiasm. Because he did not understand the actual meaning of trade terms , he mistakenly wrote FOB (Free On Board) in the quotation as the seller bearing all transportation and insurance costs, which led to claims disputes during the freight process. In the end, he not only lost profits, but also almost lost the trust of customers. This case vividly reflects the transaction risks and business obstacles faced by newcomers in foreign trade when they do not master trade terms.

Essential for foreign trade: analysis of common trade terms and their application scenarios

Incoterms are the "language" for the division of responsibilities in international trade, helping buyers and sellers to accurately understand the cost-sharing, risk transfer and liability division. The following are the core meanings and typical applications of four commonly used terms:

Practical application of trade terms in key links

1. Quotation stage - accurately list responsibilities and costs

When newcomers to foreign trade quote, it is important to use the terminology accurately. For example, quoting FOB Shanghai Port means that the seller is responsible for transporting the goods to Shanghai Port for loading, and the buyer bears the risks and costs after shipping. The quotation should be accompanied by a specific division of responsibilities to avoid additional costs due to misunderstandings. Actual data shows that about 38% of international trade disputes are caused by unclear terminology leading to liability disputes.

2. Transportation link - clarify the time point of risk transfer

Taking FOB as an example, the risk transfer point is the completion of loading, and the seller needs to provide shipping documents as proof of risk transfer. The buyer needs to actively track the transportation process and handle import customs clearance and subsequent logistics in a timely manner. Choosing the wrong term may lead to unclear responsibilities when the goods are lost or damaged, causing huge losses to the company.

3. Insurance link - reasonable risk avoidance

Under the CIF term, the seller bears the most basic insurance costs for the goods, but it is recommended that the buyer purchase full insurance from a professional insurance company according to their own needs to ensure the safety of imported goods. According to the 2023 Global Trade Risk Report, in transactions that use the CIF term and reasonably supplement insurance, the risk events caused by transportation losses have decreased by nearly 25%.

Risks and countermeasures of incorrect use of trade terms

Common mistakes in transactions include mismatched terminology, unclear division of responsibilities, and lack of clear written agreements. For example, if the buyer and seller do not clearly agree on the risk of transportation, when the goods are damaged during sea transportation, both parties may shirk responsibility, resulting in additional litigation costs and time delays.

It is recommended that new foreign trade people must:

• Be proficient in the latest version of Incoterms recognized by the industry (the 2020 version is the current standard).

• The contract should fully and specifically specify the trade terms to be used, with definitions and responsibilities.

• Select appropriate terminology based on your own business model and develop a comprehensive risk control plan for transportation and insurance.

• Improve transaction compliance capabilities with the help of professional foreign trade training and coaching resources.

Summary and recommended learning resources

Trade terms are an indispensable communication tool in foreign trade transactions. Correct understanding and standardized use can greatly reduce trade risks and improve trade efficiency. Newcomers to foreign trade are advised to systematically learn international trade knowledge and continuously hone their operational capabilities based on actual cases.

Recommended resources include:

• ICC Incoterms 2020 Official Manual - Authoritative interpretation and case analysis.

• Online courses and practical guides from professional foreign trade training institutions such as AB Ke [Foreign Trade Academy].

• Industry exchange forums to share experiences with senior foreign trade professionals and solve practical problems in real time.

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