-

VIETNAM MARITIME UNIVERSITY
INTERNATIONAL SCHOOL OF EDUCATION

INTERNSHIP REPORT

TOPIC
FORWARDING PROCESS OF IMPORTED FCL COOLING PAD
KRAFT PAPER CARGOES AT HANOTRANS COMPANY

Supervisor:
Student Name:
Student ID:
Class:

HAI PHONG – 2021


VIETNAM MARITIME UNIVERSITY
INTERNATIONAL SCHOOL OF EDUCATION

STUDENT NAME:
CLASS:

INTERNSHIP REPORT

TOPIC
FORWARDING PROCESS OF IMPORTED FCL COOLING PAD
KRAFT PAPER CARGOES AT HANOTRANS COMPANY

Supervisor:
Division:
Faculty:

HAI PHONG – 2021


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

TABLE OF CONTENTS
LIST OF ABBREVIATIONS .......................................................................................iii
LIST OF TABLES......................................................................................................... iv
LIST OF FIGURES ........................................................................................................ v
PREFACE ....................................................................................................................... 1
CHAPTER 1: THEORETICAL BACKGROUND ........................................................ 2
1.1 Theoretical background of freight forwarding ...................................................... 2
1.1.1 Definitions of freight forwarding.................................................................... 2
1.1.2 Roles of freight forwarding ............................................................................ 2
1.2 The differences between FCL and LCL goods ..................................................... 3
1.3 Related documents in forwarding process for imported FCL shipment ............... 4
1.4 Theoretical freight forwarding process of imported FCL shipment ..................... 5
CHAPTER 2: INTRODUCTION OF HANOTRANS COMPANY .............................. 8
2.1 Company’s profile ................................................................................................. 8
2.1.1 General information ........................................................................................ 8
2.1.2 History of development .................................................................................. 8
2.2 Company’s services .............................................................................................. 9
2.3 Company’s facilities............................................................................................ 11
2.4 Organizational structure ...................................................................................... 12
2.5 Company’s human resources .............................................................................. 15
2.6 Reliable Partners and Customers ....................................................................... 15

2.7 Job requirements with positions in the company ................................................ 16
2.7.1 Sales Department .......................................................................................... 16
2.7.2 Documentation staff ...................................................................................... 17
2.7.3 Operation staff .............................................................................................. 17
CHAPTER 3: PRACTICAL FORWARDING PROCESS OF IMPORTED FCL
COOLING PAD KRAFT PAPER AT HANOTRANS COMPANY .......................... 18
3.1 Practical forwarding process of imported FCL shipment at Hanotrans company
................................................................................................................................... 18

Page i


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

3.2 The forwarding process of imported FCL Cooling Pad Kraft Paper cargoes from
China at Hanotrans company .................................................................................... 21
3.2.1 General information about the shipment of Cooling Pad Kraft Paper ......... 21
3.2.2 Explaining the forwarding process of imported FCL Cooling Pad Kraft
Paper cargoes from China at Hanotrans company ................................................. 21
CONCLUSION ............................................................................................................ 29
References .................................................................................................................... 30
Appendix ...................................................................................................................... 31

Page ii


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

LIST OF ABBREVIATIONS
ICD


Inland Clearance Depot

D/O

Delivery Order

EIR

Equipment Interchange Receipt

B/L

Bill of Lading

MB/L Master Bill of Lading
C/O

Certificate of Origin

ED/O Electronic Delivery Order
FCL Full Container Loaded
THC Terminal Handling Charges
CIC

Container Imbalance Charge

Page iii



Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

LIST OF TABLES
Table 1: Forwarding Process of Imported FCL Shipment
at Hanotrans Company……………………………………………………………...20

Page iv


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

LIST OF FIGURES
Figure 1: The Logo of Hanotrans Company................................................................... 8
Figure 2 The Office of Hanotrans Company’s Hai Phong Branch ................................ 9
Figure 3: Container Tractors of Hanotrans Company .................................................. 11
Figure 4: Organizational Structure of Hanotrans Company ......................................... 12
Figure 5: Reliable Partners and Customers of Hanotrans Company ............................ 16

Page v


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

PREFACE
In the context of the current trend of world trade liberalization, Vietnam's economy
is increasingly developing and gradually catching up with other countries in the world
thanks to its open-door policies and international integration. This has opened a new
history page for the economy, bringing many opportunities as well as challenges for
economic sectors, especially international business and logistics. To meet the
increasing import and export demand, more and more businesses have been

established along with the expansion and development of foreign trade services and
diversification of business lines.
As an economics student, I realize the importance of internships when studying at
Vietnam Maritime University. This internship helps students apply the knowledge
they have learned in practice, thereby deepening, and broadening their understanding
of the subject they are studying. At the same time, this is also an opportunity for
students to practice soft skills and attitudes so that after graduation, they can adapt
well to the working environment at enterprises.
In this internship, I chose Hai Phong Branch of Hanotrans Logistics Co., LTD with
the topic "Forwarding Process of imported FCL Coolingpad Kraft Paper cargo”. This
is a company with typical activities of international business and logistics, thereby
helping me understand more about the field of study as well as future career
orientation.
The structure of my report consists of 3 chapters:
Chapter 1: Theoretical background
Chapter 2: Introduction of Hanotrans Company
Chapter 3: Practical Forwarding Process of Imported FCL Cooling Pad Kraft Paper
at Hanotrans Company
Due to limited knowledge and lack of practical experience, there are inevitable
shortcomings in the process of completing the report. I look forward to hearing
comments from the teachers. I would like to sincerely thank the attention and support
of the management board as well as the employees at the company who helped me
during my internship at the company. In particular, I would like to thank MSc.
Nguyen Thi Nha Trang, lecturer in Logistics Division, who directly guided,
monitored and helped wholeheartedly during the time I was working on this report.
Page 1


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company


CHAPTER 1: THEORETICAL BACKGROUND
1.1 Theoretical background of freight forwarding
1.1.1 Definitions of freight forwarding
Freight forwarding is all about the facilitation of international trade. The freight
forwarder is the party who ensures that internationally traded goods move from point
of origin to point of destination to arrive at the right place, at the right time, in good
condition and at the most economical cost.
According to FIATA, freight forwarding services is defined as services of any kind
relating to the carriage, consolidation, storage, handling, packing or distribution of
the goods as well as ancillary and advisory services in connection therewith,
including but not limited to customs and fiscal matters, declaring the goods for
official purposes, procuring insurance of the goods and collecting or procuring
payment or documents relating to the goods.
➢ Basically, freight forwarding is a collection of operations and procedures related
to the transportation process in order to carry out the movement of goods from the
place of shipment (the shipper) to the place of receipt (the consignee).
1.1.2 Roles of freight forwarding
Forwarding companies providing freight forwarding services are increasingly
bringing greater benefits to import-export businesses in particular and the economy
in general.
For import-export businesses: Forwarding services help facilitate goods circulation
quickly, safely and economically without the presence of the sender as well as the
consignee. Moreover, forwarding activities create conditions for importers and
exporters to focus on their business activities, contributing to reducing the prices of
imported and exported goods. In addition, forwarding also helps importers and
exporters reduce unnecessary costs such as: Cost of building warehouses and yards
thanks to the use of warehouses and yards of forwarders and training labor costs.
For the national economy: Freight forwarding activities contribute positively to the
achievement of growth and socio-economic development. The proportion of freight
forwarding activities contributing to GDP increases year by year, supplementing an

important capital source for the economy. In addition, freight forwarding is a trade
Page 2


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

and service industry associated with and affecting foreign trade activities and foreign
transport. This is a type of commercial service that does not require a lot of capital
investment but brings a relatively certain and stable source of profit if it is skillfully
organized and operated on the basis of taking advantage of the existing infrastructure
system. In the current trend of internationalization, freight forwarding plays an
increasingly important role. This is based on the typical feature of international trade
that buyers and sellers are in different countries. After the sales contract is signed, the
seller makes the delivery, that is, the goods are transported from the seller to the
buyer. In order for that transportation process to begin, continue and finish, the goods
reach the buyer, it is necessary to perform a series of different tasks related to
transportation such as: bringing the goods to the port, loading the goods onto the ship,
transporting goods along the way,… all those jobs are the profession of the forwarder.
Thus, freight forwarding is an indispensable condition for the existence and
development of international trade.
1.2 The differences between FCL and LCL goods
FCL (Full Container Load) is full container loading, the shipper and consignee are
responsible for packing and unloading the goods from the container. When a shipper
has a uniform volume sufficient to fill one container, one or more containers are
rented to ship the goods.
LCL (Less than Container Load) is a method of transporting goods when the shipper
does not have enough goods to pack a full container but needs to combine with several
other shippers' goods. At that time, the service company will combine many LCL
shipments, arrange, classify, and pack them into containers, then arrange
transportation from the port of loading to the port of destination. Such a combination

is called consolidation.
❖ Comparison between FCL and LCL goods:
- Shipping costs: LCL has more expensive freight than FCL and is charged
according to the freight rate of each block or weight of goods. Not to mention, many
individual costs are fixed regardless of whether there are more or less goods in the
container.
- Shipping process: The shipping process of LCL goods is complicated and takes
more time than FCL goods. Consolidators must tally different individual shipments
of different shippers, make a series of documents for only one container, and then
Page 3


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

arrange to deliver to each shipper. During the customs clearance process, because of
a problem with a certain shipment that may affect all customers who have goods in
that container, the delivery time is delayed.
- Risks for goods: LCL cargo increases the risk for goods than FCL because it is
easy to damage, smell, and lose goods when there are many types of goods packed in
one container.
1.3 Related documents in forwarding process for imported FCL shipment
- Sales contract: is a document signed between the buyer and the seller, which
clearly and fully states the terms and conditions that have been agreed upon by the
two parties and are governed by the Commercial Law. Accordingly, the buyer and
the seller must be responsible for strictly complying with the terms set forth in the
contract.
- Commercial invoice: is a legal document issued by the seller (exporter) to the
buyer (importer) in an international transaction and serves as a contract and a proof
of sale between the buyer and seller. The commercial invoice details the price(s),
value, and quantity of the goods being sold. It should also include the trade or sale

conditions agreed upon by both buyer and seller of the transaction being carried out.
- Bill of lading (B/L): is a fundamental international shipping document issued by
a shipping line to the consignee after the goods have been received to transport or
have been loaded on board. According to Vietnam Maritime Code (2015), bill of
lading refers to a transport document used as evidence that the carrier has received
goods of which quantity, nature and condition are consistent with those specified in
that bill of lading for the purpose of carrying such goods to the place of discharge;
evidence of ownership of the goods which is considered as a manner of disposing of,
receiving the goods, and as evidence for a contract for carriage of goods by sea.
There are usually two types of bills of lading:
o Master bill of lading (MB/L) is a B/L issued by the shipping line to the recipient
after the goods have been loaded onto the ship. Normally, to facilitate and
simplify the procedures when receiving goods abroad, the forwarder often
requires shipping line to issue Surrended Bill of Lading (Surrended B/L), and
the most important thing is that the shipping line must notify their agent abroad
about this problem so that the receipt of goods is smooth.
Page 4


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

o House bill of lading is a type of bill of lading issued by the freight forwarder
and sent to the goods owner to receive the goods and carry the consignment
entrusted by the exporter.
- Packing list: a packing list always accompanies the shipment. It is a detailed
document provided by the exporter that spells out how many containers there are in
the shipment and which merchandise is packaged in each container.
- Certificate of origin (C/O): a document provided by the exporter’s Chamber of
Commerce; it indicates the country in which goods originated and is used for customs
purposes in international trade. The C/O is used by importing countries to determine

the tariff applied to the goods as most countries apply a multicolumn tariff system –
different groups of countries pay different tariffs.
- Arrival notice: is a letter sent by a shipping line or forwarding agent to an
importer notifying the arrival of a vessel. The information on the arrival notice will
be the same as on the B/L including: name of the exporter, importer, container
number, seal, vessel name, voyage number, description of goods, ... In addition, there
will be local charges.
- Delivery Order (D/O): is an order to deliver goods issued by the carrier or his
agent for the purpose of instructions for delivery of goods to a consignee. D/O
includes the following contents: Vessel name and its itinerary, Consignee, Port of
discharge (POD), Code goods, Number of packages, weight and volume of goods.
- Customs declaration: is a document that the exporter or importer needs to declare
in detail about information, quantity and specifications of goods to be exported or
imported from abroad to Vietnam.
- Equipment Interchange Receipt (EIR): is one of the important documents in
import and export. It is a type of sheet that records the condition of the container
(good, bad, punctured, in addition, there are other information such as the number of
containers, the number of trucks pulling the containers, the owner of the goods ...).
1.4 Theoretical freight forwarding process of imported FCL shipment
Depending on the requirements of each order as well as the status and policy of each
import forwarding company, there will be its own specific process. However,
basically, the freight forwarding process for FCL shipment imported by sea will have
8 basic general steps as follows:
Page 5


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

Step 1: RECEIVING A SET OF DOCUMENTS FROM IMPORTING COMPANY
After the two parties have agreed on the terms and signed a forwarding contract, the

customer will send forwarder a set of basic documents.
Step 2: RECEIVING INFORMATION A/N FROM SHIPPING COMPANY
At least one day before the ship's arrival date, the forwarder will receive Arrival
Notice from the shipping company.
Step 3: CHECKING ALL DOCUMENTS
Forwarder needs to carefully check the information on the documents if it is correct
and matches or not. Because when there is any small error, the shipment may be in
trouble from the customs, or state agencies.
Step 4: SUBMITTING B/L AND OTHER DOCUMENTS TO SHIPPING LINE AND
RECEIVING D/O
To get D/O, after the ship docks, the forwarder brings a full set of documents along
with the Recommendation Letter of the customer's company to the shipping company
to get D/O. Operation staff will have to pay local charges when taking delivery orders
such as D/O fee, THC fee, container cleaning fee, handling, ...
Step 5: CUSTOMS DECLARATION
To conduct customs declaration, users can use the ECUS5/VNACCS software of
the Customs authority. When the customs declaration is successfully transmitted, the
receiving system will automatically notify you of results of cargo flow status
(green/yellow/red). Forwarder will receive the import customs declaration, print out
this set of declarations and proceed to contact the taxpayer.
Step 6: BRINGING D/O TO THE CY TO EXCHANGE EIR
In order to issue the EIR, forwarder needs to go to the Trade Office at the port to
submit the D/O with the shipping line's stamp of direct delivery. Next, forwarder
needs to pay for lifting / lowering and storing the container.
Step 7: DELIVERING THE GOODS TO CUSTOMER, RETURNING THE EMPTY
CONTAINER AND TAKING CONTAINER DEPOSIT
Forwarder needs to give driver the EIR and container list to enter the port or ICD
and receive the goods. After completing the withdrawal, the driver will return the
Page 6



Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

empty container to the port or ICD. Next, the forwarder will bring the EIR, container
deposit paper and receipt to the shipping agent to carry out procedures to receive the
container deposit money.
Step 8: ACCOUNTING AND SAVING THE DOCUMENTS
After the goods have been transferred to the customer, documentation staff will be
responsible for checking and arranging fully and carefully the documents into a
complete set. One set will be returned to the customer, and one set will be put into
storage. The accountant will collect and calculate the expenses to ask customers to
pay the expenses for the company.

Page 7


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

CHAPTER 2: INTRODUCTION OF HANOTRANS
COMPANY
2.1 Company’s profile
2.1.1 General information

Figure 1: The Logo of Hanotrans Company

Source: Hanotrans’s Website

• Legal name: Branch of Hanotrans Logistics Co., Ltd
• Address: 8th floor, MB Hai Phong building, No. 6, Lot 30A, Le Hong Phong
Street, Ngo Quyen district, Hai Phong

• Type: Service company, agent
• Tax code: 0101352858-005
• Initial charter capital: 5.000.000.000 (VND)
• Website: hanotrans.com.vn
• Tel: 84 225 376 9339
• Fax: 84 225 376 5821
• Email:
2.1.2 History of development
Hanotrans Hai Phong is the short name of the branch of Hanotrans Logistics
Company Limited and is a 100% owned subsidiary of Foreign Trade Logistics Joint
Stock Company - VNT Logistics.
Hanotrans is one of the most dynamic International Freight Forwarders in Vietnam.
The company was established in 2007, after more than 14 years of operation,
Hanotrans Hai Phong company has a lot of experience in the field of logistics service
business, moreover the company has also created a foothold in the market as well as
Page 8


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

create the trust of many customers. Currently, Hanotrans Hai Phong company has
surpassed many companies in the same field to become one of the leading companies
providing logistics services in Hai Phong.

Figure 2 The Office of Hanotrans Company’s Hai Phong Branch
Source: Taken by author

The business mission of Hanotrans Hai Phong is to become the leading logistics
service provider in Vietnam, providing the best logistics services at competitive
prices.

The strategic vision of Hanotrans Hai Phong is to satisfy and maintain long-term
relationships with customers through quality products and professional service.
Contribute to the development of logistics supply chain, and the development of the
world.
2.2 Company’s services
• Freight forwarding by air
Hanotrans is one of the first enterprises to invest in the field of air transport in
Vietnam. With unceasing efforts to bring the best service to customers, Hanotrans is
growing day by day as a transportation enterprise owning a reputable partner system
worldwide. Not stopping there, Hanotrans also prides itself on being a fast, quality
air transport service with competitive prices in the market. Hanotrans is committed
to bringing your package to your place quickly, safely, and completely for all sizes
and weights of goods.
• Sea freight forwarding

Page 9


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

Hanotrans believes in providing the best service from packaging to transporting
specific goods in a timely manner through sea freight.
-

FCL (full container transport) and LCL (LCL) services all around the world

-

Buyer’s agent
Customs procedures


-

Packaging and labeling
Road transport
Arrange cargo insurance and surveys (arrangement of cargo insurance and

-

survey)
Household removal

-

Exhibition and project handling
Transit of goods to Laos and Cambodia

• North-South freight forwarding
North-South inland transportation service at Hanotrans is ready to serve customers
regardless of the day and night. With dedicated staff and dedicated application of EDI
systems in transportation, Hanotrans is committed to providing reliable and efficient
service to customers at home and abroad. Include:
-

Shipping agent
Transport of agricultural products, chartering and brokerage (ship husbandry,
chartering and brokerage)
Tally and maritime services
Crew hired / leased and repatriated


• Warehouse services
Hanotrans warehouse system is always trusted by customers and partners. With
convenient transportation location for goods movement and storage of parcels, and
an advanced system of inspection equipment capable of meeting the maximum
requirements of customers. Besides, we offer a wide range of warehousing service
packages to suit many needs and deposit forms:
-

Tons / month

-

Square meters / month
Container / day
Rent the whole warehouse

Page 10


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

2.3 Company’s facilities
• Infrastructure
Hanotrans is proud to be a company with quite complete equipment to meet the
needs of transporting or storing goods according to the needs of customers.
The system of collecting - forwarding goods CFS has an area of up to 5000 sqm.
Warehouse system: 4000 sqm for floor area and 5000 sqm for yard, in which:
- CFS warehouse (for both sea and air) has a total area of 2500 m2
- Warehouse system with an area of 10,000 m2 is an insured warehouse (including
CFS and bonded warehouses), 50,000 m2 of concrete floor to store goods.

• Equipment
With such a warehouse system, the company also has supporting equipment such
as:
-

Container tractors: 60 pcs.
Cranes, forklifts: 22 units.
Trucks and container cars: 80 units.

Figure 3: Container Tractors of Hanotrans Company
Source: Hanotrans’s website

In addition to good and spacious infrastructure to meet the needs of delivery and
storage of goods and effective supporting equipment above, the company also owns
enough transportation vehicles to meet the needs of customers. Customer
requirements include:
Page 11


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

-

Pickup: 10 units

-

Movers: 5 units
Forklift: 3 units, used to handle cargo containers or empty containers.


2.4 Organizational structure
Organizational structure of Hanotrans Hai Phong: As of 2021, the person holding
the position of director, having the greatest authority and responsibility for Hanotrans
Hai Phong is Mr. Nguyen Thanh Binh. The person who has authority after the director
is the deputy director, the deputy director is responsible for assisting the director in
managing the company and operating the activities of the departments in the
company. Heads of departments are department heads, their responsibility is to
organize, manage and supervise the activities and work of their employees and
subordinates.

Board of director

Logistics
Department

Sales
Department

Accounting
Department

Customer Service
Department

Figure 4: Organizational Structure of Hanotrans Company
Source: Author’s synthesis

Duties and functions of the department:
• Branch director:
-


-

Being the supreme decision maker based on promoting the opinions of the
members of the Board of Directors and departments. At the same time, the
Director is also the person directly responsible for all activities of the company.
Directing and managing all activities of the company.
Decide the direction of plans, business projects and major policies of the
company.
To decide on the transfer, purchase, sale and pledge of fixed assets.
Making decisions on recruitment, assignment, employment, and other issues such
as reward and discipline.
Page 12


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

-

The director is the account holder of the company, signs economic contracts with

-

economic units at home and abroad.
Issuing internal regulations and appointing and dismissing positions in the
company.

• Logistics Department:
This is the most important part of the company, including business, delivery, and
retail: Contacting customers to collect information and request customers to provide

necessary documents related to the shipment to do customs services (when requested
by customers) such as: B/L (Bill of lading), Contract, Invoice, Packing List, C/O
(Certificate of Origin) …
After receiving the customer's shipment information, the set of documents will be
passed through the logistics department to other departments.
The documentation staff receives and checks the information received from the
logistics department that has been compiled, the set of documents must be accurate
and completely match with the customer's information. The customs declarant based
on that set of documents will perform the electronic customs declaration with the
customs declaration software ECUS5 – VNACCS.
Operation staff will perform the remaining steps in the freight forwarding process:
taking delivery orders, placing empty container bets, clearing goods at the port,
procedures with customs supervision and container handling, container return. empty
to the shipping line and get your bet back. The transport staff will be responsible for
delivering the goods to the customer.
Transport staffs are responsible for delivering and picking up goods from
customers.
• Sales Department:
-

This is the department in charge of market research; introducing to customers the
image of the company and the types of services that the company provides and
have the following tasks: advising the Board of Directors to sign economic
contracts with domestic and foreign units.

-

Helping the board of directors to check and summarize the implementation of the
plan, detect problems, and propose solutions.


Page 13


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

-

Monitoring the implementation of activities and urging the payment of related

-

debts.
Searching for potential new customers on websites, newspapers, radio... and

-

persuading customers to use our services.
Maintaining and communicating regularly with old customers to strengthen trust

-

for customers to continue to transact with the company.
Getting information about the shipment.
Always creating a good relationship with customers, identifying the strengths of
the company to launch preferential rates with after-sales services to satisfy
customers' requirements and know their hidden needs. Introducing, advertising,
and developing the brand of liner that I am an agent. Sales department staff must
always keep track of the amount of goods booked by customers in a month,
quarter, or year to come up with new strategies and appropriate customer care
services.


• Accounting Department:
Providing price list of company's products and services to customers. Invoicing,
finalizing, and keeping customer records when other departments have completed the
process of delivering a shipment.
Managing financial activities, capital of the company, continuously updating
documents on the use of capital, taking responsibility for the company's payments
and debts.
Performing analysis and processing of accounting data, thereby making
recommendations and solutions to support the most effective financial management
of the company.
To be responsible for complying with the requirements of the state budget when
making reports and paying taxes as prescribed.
Regularly checking, reconciling documents, and preparing financial statements.
Monitoring the employee's work, monthly salary and bonus level and pay salary.
• Customer Service Department:
Staffs at this department are responsible for taking care of customers, monitoring,
and supporting customers throughout the process of using the services provided by
the company. Customer service staffs have good communication skills, good
Page 14


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

listening skills and a good understanding of the company's services to coordinate with
other departments. Besides, they also answer questions about price, quality, service
process in a timely manner.
2.5 Company’s human resources
To meet the high professional requirements of logistics services, Hanotrans staffs
are always well-trained in professional skills and devoted to partners/customers.

Hanotrans believes in striving to bring the best quality services to customers.
With a long-term development orientation, our staff is fully equipped with the skills
and confidence in the development of the logistics industry in general.
The human resources of Hanotrans Hai Phong company 100% have university or
college degrees, the English level of the staff is very good because most of the
company's partners are foreign enterprises, shipping lines, airlines, foreign forwarder,
or joint venture. That environment has created favorable conditions for the company's
qualified and professional staff to work.
On the other hand, in recent years, due to the awareness of increasing competition
in the forwarding field, the company has sent employees to participate in training
courses specializing in international forwarding and transportation, multimodal
transport and logistics to equip new knowledge for employees to be able to apply and
develop their professional skills to meet company development requirements.
Most of the staffs of Hanotrans company are very dynamic, professional,
experienced and have good relationship with specialized agencies such as Customs...
They are experienced, professional, enthusiastic, they are always aware of their
responsibilities at work, sometimes they even work late into the night or late into the
night.
2.6 Reliable Partners and Customers
Although operating in the economy is increasingly difficult, the great competition
has significantly affected the activities of domestic enterprises in general and
forwarding businesses, but Hanotrans has increasingly improved its position and is
on the move to build a brand to create prestige in the hearts of customers, aiming for
an ever-growing Hanotrans. That's why they have close and potential customers both
at domestic and abroad. The dedication of Hanotrans and its worldwide customer
partners is a testament to our success in meeting our customers' needs.
Page 15


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company


Below are typical customers and partners of the company:

Figure 5: Reliable Partners and Customers of Hanotrans Company
Source: Sales Department

2.7 Job requirements with positions in the company
2.7.1 Sales Department
To be accepted into the position of the company's sales department, you must fully
meet the requirements for qualifications and skills, have all the necessary work
experience to handle problems arising in the process of working. job. The following
minimum requirements must be met to apply for this position:
-

-

Minimum diploma in logistics, shipping, or related field.
Experience in handling situations, understanding of safety standards.
Information technology (IT) skills, especially proficient in Microsoft Excel.
Communication skills: The job of a forwarder includes internal and external
customer contact, so it is important that they have excellent communication skills.
Stress management: Forwarders work in a fast-paced environment and are forced
to meet goals within specified time frames, so they need to work well under
pressure.
Organizational skills: To work as a forwarder, a candidate must have planning
and multi-tasking skills to prioritize and effectively handle multiple tasks.

Page 16



Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

2.7.2 Documentation staff
Documentation staff is an important position in the import-export industry, this is a
very popular position, the job is to make import-export documents such as Bill,
Arrival notice, Invoice, Packing List, … for the company's customers.
The job requires you to run continuously, often going down to the port to work
with customs.
In addition to experience, a good relationship is required for this job because there
may often be problems with shipments that are difficult to clear customs and work
with state agencies.
You also often work with customers, consulting customer care about administrative
procedures, especially related to tax exemption and reduction, applying for quota
permits, bills of exchange, ... In addition, it is necessary to consider be careful because
of the procedures and documents that must be carefully checked before being
delivered to customers and related parties.
Requirements for voucher staff if applying for this position in the company:
-

Graduated from intermediate level or higher in import and export, logistics, law,
international and related studies
Experience as a document officer, import-export officer.
Strong statistical and data processing skills, computer proficiency

2.7.3 Operation staff
The job does not require a degree, so students want to work to learn more and gain
knowledge after graduation. This is a position that often must go out more suitable
for men.
The job of an operation staff is to deliver documents, pay taxes, pay infrastructure
fees, go to seaports, airports to change orders, customs border gates and deliver

documents for import-export businesses, even going to do C/O, insurance, and
fumigation, ... Because the job is quite "manual" like that, it requires good health,
agility, calculating reasonable time and route to quickly complete the procedures for
the shipment.

Page 17


Forwarding Process of Imported FCL Cooling Pad Kraft Paper Cargoes at Hanotrans Company

CHAPTER 3: PRACTICAL FORWARDING PROCESS OF
IMPORTED FCL COOLING PAD KRAFT PAPER AT
HANOTRANS COMPANY
3.1 Practical forwarding process of imported FCL shipment at Hanotrans
company
Table 1: Forwarding Process of Imported FCL Shipment at Hanotrans Company
No

Activities

Related

Related documents

Notes

employees
1

2


Hanotrans company Documentation - Sales contract
receives and checks staff
the set of documents

- Packing list
- Commercial invoice

from customer

- B/L
- C/O

Getting

delivery Documentation - House B/L

order (D/O) from staff
shipping line
Operation staff

3

Customs declaration

- Arrival notice
- Letter of recommendation
- Letter of authorization (if
any)
- Identity card


Documentation - Sales contract
staff
- Arrival notice
- House B/L
- Packing list
- Commercial invoice

4

Changing equipment Operation staff
interchange receipt
(EIR)

- Customs
clearance
declaration (1 original, 1
photocopy)
- Barcode signature sheet
- Receipt for payment of fees
for using seaport facilities
- D/O taken on shipping lines
- Letter of recommendation
- Photocopy of ID card

Page 18