Business English Course

International phone calls

1. Prepare before the call: Gather all necessary
information, such as your cargo details, pickup
location, and delivery destination.
2. Consider the load controller's working hours
and try to call during a suitable time.
3. State Your Purpose
4. Request Unloading Time
5. Ask for Confirmation
6. Provide Contact Information
7. End the Call
8. Follow-Up
9. Thank and Confirm
 Calling asking for additional pallets
Caller: Good morning John, My name is Bill, and
I'm calling from Central airlines load control
department. How are you today?
Caller: Currently, We are working on a shipment
scheduled for CDG and we need 5 additional
pallets to fulfill the order. Please could you
provide us with these pallets tomorrow?
Caller: We want 3 PAG and 2 AKE pallets (we
don’t have specific requirement)
Caller: please let me know after you check in
your stock,
Caller: Thank you. talk you later
Follow up
Caller: Hello, please have you checked?
Caller: Great. Please can you prove with us by
pictures after sending them?
Caller: Thanks, have a nice day
GH: good morning Bill, I am good ,
thank you. How can I assist you?
GH: I see. Let me check our inventory
and see if we have them. do you have
any specific requirements for the
additional pallets?
GH: okay, bye
GH: Yes we have these pallets and we
will send them as soon as possible
GH: Sure
GH: you too
 Calling asking for additional labors to handle the cargo
D: Good morning John, My name is Bill, and I'm calling
GH Good morning, Bill. I am good thanks
from Central airlines load control department. How are
and you
you today?
GH: I have been going over the flight
D: I am better. I've noticed that we have a high volume of
details, and I agree. It looks like we will
cargo and it's larger than expected. We will need
need additional staff to handle the
additional staff to handle the increased load. Are you able
increased load. How many additional
to arrange for additional labors?
workers do you need?
D: I would recommend adding two more ground handlers
GH: Understood, Bill. I'll make the
and one ramp agent to assist with the baggage
necessary arrangements to get three more
.The shipment is due to arrive at 5 PM, and we would like
workers on site.
to have the additional labors ready to start unloading by
GH: I will update you as soon as possible.
5h30 PM.
If there are any further changes, I will
D: Let me know once the additional workers are
inform you immediately
available.
GH: You are welcome
D: Okay, thank you for your cooperation. Bye
GH: Bye
Follow up
D: Hey, John please were you able to get additional GH: Yes we found them and now they are
workers? ready
D: Okay Great. Thank you very much. Have a nice day GH: you are welcome. Have a great day
too.
 Calling asking for load the cargo before cut-off time
Caller: Good afternoon, John. This is Bill, a ground
WM: Good afternoon, Bill. I am good
handler from central airlines. How are you today?
WM: I'm aware of the situation, and we're
Caller: Great. We have only two hours left before
working diligently to process the remaining
the cut-off time and there is many cargo pending in
cargo. We'll do our best to speed up the
warehouse and you didn’t send us UWS (Unit
process.
Weight Statement).
WM: Understood. I'll mobilize the team to
Caller: Given the volume of cargo, I recommend
prioritize the loading of the remaining cargo,
pushing for an earlier cut-off if possible. This will
and I'll send over the updated UWS without
allow us some buffer time and ensure a smooth
delay. Anything else you need?
loading process.
WM: Absolutely. I'll provide regular updates on
Caller: Thank you, John. Time is crucial here, and
the status of the cargo processing and the
focus on the cut-off will certainly help us avoid any
discussions regarding the cut-off time. Let's
last-minute hiccups. Please keep me updated on
work together to ensure a timely and efficient
the progress.
operation. Bye
Caller: Much appreciated john. Bye
Follow up
Follow up
WM: Yes, now we successfully loaded all
Caller: Have you loaded all cargos?
cargos
Caller: please could prove with us by pictures and
WM: sure
short video
WM: Bye
Caller: I am grateful for your assistance. Bye
 Calling asking for Crew’s customs clearance
Caller: Good morning John, this is Bill from
central airlines. I need an update on the status of
Flight I98827. Has the cargo been unloaded and
loaded onto the truck?
Caller: Great to hear. Now, what's the status of
the crew's customs clearance? Have they
completed the necessary procedures?
Caller: Excellent. Lastly, I need feedback on the
on-site photos. Did everything look in order, and
were there any concerns?
Caller: Perfect. Thanks for the quick updates
Please let me know if there are any updates.
Safe travels!
Caller: Bye have a nice day
GH: Good morning John. Yes, the cargo has been
successfully unloaded and loaded onto the truck.
We are in the final stages of securing everything.
GH:. Yes, the crew has received full clearance from
customs . They've passed through without any
issues. They are currently awaiting transportation to
the designated area
GH: I've sent over the on-site photos. Everything
appears to be in order, and there are no visible
issues. The cargo is properly secured, and the team
has followed the procedures as per the checklist.
GH: Sure, We will do that. Safe travels to you as
well.
GH: Bye
 Calling asking about the size and direction of Unit Weight Status
Caller: Good afternoon John, this is Bill from central
airlines. I've noticed a mismatch in the information
received regarding the UWS for the upcoming
shipment. It seems the size and direction of the
probe pallet (OHG) are not indicated. Can you
provide those details?
Caller: No problem, but it's crucial that we have all
the details accurately documented. Please ensure
that the size and direction are clearly specified, and
once you've updated the information, resend the
UWS right away.
Caller: I appreciate your quick response to this
issue . Let me know once the corrected UWS has
been sent so that I can make sure all the information
is accurate on our end.
Caller: Thank you so much. We aim for a smooth
process, and your attention to detail is crucial.
Looking forward to receiving the corrected UWS
soon.
GH: Absolutely, I'll take care of that
immediately. I understand the importance of
having accurate details. I'll make the necessary
adjustments and resend the updated UWS.
GH: Will do. I'll notify you as soon as the
updated UWS is on its way. If there are any
other details you need clarification on, feel free
to ask me.
GH: Okay, I'll be in touch shortly.
Follow Up
Caller: Hello, this is Bill again. Have you got
all details?
Caller: Please can you send it to me?