When you work in international freight shipping, you don’t just move cargo—you navigate cultures, time zones, and especially languages. And while English is often the “official” language of logistics, real-life conversations are rarely that simple.

Let’s be honest: miscommunication in freight isn’t just awkward—it’s expensive. A missed instruction can delay a shipment, cause demurrage fees, or even violate customs regulations.

So how do professionals survive (and thrive) in a multilingual logistics world? Here are a few tips I’ve learned on the job.

1. English Is the Base, But Don’t Assume Fluency

Yes, English is widely used. But never assume the other party is fluent. Some clients or partners might only understand logistics-specific phrases (“ETD,” “B/L,” “CY cut-off”) but struggle with conversational English.

So keep your language clear, concise, and context-aware. Avoid idioms or local slang—“drop the ball” or “touch base” might make no sense to non-native speakers.

2. Templates Are Your Best Friend

I’ve created a library of standard emails, booking templates, and shipment status formats in both English and simple Chinese. This saves time and reduces misunderstanding.

Example:

Subject: Booking Confirmation

Content: “We confirm your booking for vessel XXX, ETD May 15. Please find SI template attached. Kindly revert by May 10.”

This removes ambiguity and gives both sides a common reference point.

3. Translation Tools: Use Wisely

Yes, tools like Google Translate or DeepL are helpful, but they’re not perfect. Use them for basic translation, but double-check logistics terms like “transshipment,” “free time,” or “customs duty,” which may be mistranslated.

If you deal with recurring partners, create your own bilingual glossary to ensure consistency.

4. Body Language and Tone Matter in Video Calls

If you’re on video calls, don’t underestimate non-verbal cues. A nod, smile, or hand gesture can bridge gaps when language fails. Also, speak slower than usual, and check in by asking:

“Did that make sense?”

“Would you like me to rephrase?”

5. Cultural Awareness Makes Communication Smoother

Some clients value directness; others see it as rude. Some expect formality; others are informal from the first email. Recognizing this helps you adjust your tone and build trust faster.

In international freight shipping, clear communication isn’t just a soft skill—it’s a survival skill. The smoother you communicate, the fewer delays, errors, or headaches down the line.

You don’t need to speak five languages. But you do need empathy, clarity, and a bit of language-hacking creativity.