Communications / Operations Terms

Communications /Operations Terms

1) English is the common language of communication between GPLN members when writing. All GPLN members should have in their office at all times minimum one skilled person who has an internationally acceptable standard of spoken and written English to handle communications.

2) Straight rate request from other GPLN members that arrive in the morning should be responded to by the evening of the same day. Rate requests from other GPLN members that arrive in the evening should be responded to within the morning of the following business day (receiver’s time). If the rate is not yet available, more information is needed, or it is difficult to make any firm commitment, an immediate notification as such should be sent in writing.
3) Pricing requests for RFQ’s, bids, and any special cargo should be answered as soon as possible with the requested party giving their best estimate as to when such requests can be replied firmly. Follow-up on such requests should be within one working day.

4) It is assumed that GPLN member’s operations have workable telephones, faxes, and e-mail systems. GPLN members should, whenever possible, use official company e-mail accounts for business transactions and refrain from free sites such as Hotmail, Gmail, Yahoo, etc.

5) Routing orders, rate inquiries and RFQ’s to GPLN members should clearly state that the request is from a GPLN member. This is in order to avoid confusion.

6) Any time a quotation or shipment is refused, the refusing party must let the GPLN party being refused know concisely in writing the reason the quotation, or cargo is being refused.

7) If bilateral agency contracts are required by GPLN members as a condition of working with other members, this should be clearly stated in initial quotations to other GPLN members.

8) If a GPLN member is contacted by a non-member who claims to be a GPLN member the GPLN membership coordinator should be made aware of the situation. If there is any doubt as to whether any company is or is not a GPLN member please contact the GPLN membership coordinator for clarification.