May i ask some english experts to proof read the following proposal?


Regarding our service to Choco Trading, we do not want any
disagreement to go on much longer with the client.  The following
topics need to be reviewed.
A) THE VALUE ADDED SERVICES OUT OF SCOPE & RATE

PROBLEMS:  There are several cases we have provided a special service
to the clients, which are out of the Standard Operation Procedure.

There are four times the clients need to visit our warehouse to open
the cartons and select the items they want to ship. This is a highly
time consuming service, we need to allocate a warehousemen and an
operation staff to open all outer and inner cartons for them. After
their selection, our warehousemen need to repack all glassware
properly and carefully.

Moreover, there was a case about nine inbound shipments, which are
over 40outer cartons and 120 line items. The client requested us to
pick out each item and take the photo for them. They claimed that they
couldn?t identify what items were belonging to which part no. In this
case, two warehousemen spent 5 working days to unpack and repack all
items.

As we know that, the number of re-handling increases, the higher risk
of damage we have. In long term, we have to charge them for this kind
of value added service.


ROOT COURSES AND SUGGESTIONS: 

The root course is the quality of the vendors? documents (Please see
the Appendix 1).

Ø	The words on the commercial documents are always difficult to be read. 
Ø	The commercial documents have not the correct part no and cargo descriptions. 
Ø	We always cannot find the part no on the physical goods.
Ø	It is impossible for us to pick out the specified part no to ship out. 

There were many unknown items we could not enter the correct data in
EDMS, we alway try our best to find out and copy the part no from the
cargo labels, nevertheless, some cargos have not any labels. The
client often requests us to assign the part no for their cargo (Please
see the Appendix 2).

The following is the suggestion we have:

Ø	Their vendors should provide original documents rather than copies. 
Ø	The Part no in the document must be matched with the physical goods. 
Ø	It is better the vendors can provide an Advanced Shipment Notice
(ASN) in excel format.
Ø	If it is possible, we suggest their vendors can attached the photos
on the invoices.
Ø	All physical goods should have the correct part no labels on it.






B) WEAK PACKING FOR GLASS 

PROBLEMS: 
Normally, we will not open the inner cartons without clients?
permission. Therefore, we cannot know the quality of the glassware.
However, there are several times we found that the glassware was
broken, when we open the inners according to clients? request.
And there is a claim as the customer found damaged products on receipt
at its retail shop. As per our investigation, we have checked all
cargos before deliver them to shop. The damage may be due to the
in-transit time, which was unforeseen and out of our control.

ROOT COURSES AND SUGGESTIONS: 

According to our SOP, we will not open all inner cartons to check the
quality of the cargo. Therefore, the strong and protective packaging
is significant.
And we have tried our best to protect the cargo. For example, we have
trained our warehousemen to handle the glassware softly and we check
their performance regularly. All cargo will be staged in the Patchi?s
storeroom until the cargos really ship out our warehouse.
After our investigation, the breakage occurred because of the weak
packing, rather than rough handling. We found that the vendors? boxes
cannot meet the basic requirements. The vendors do not put enough
bubble to wrap and protect the glassware. Some of them are even not
wrapped by any packing material at all. There is only a vendor called
Carlo has the strong packing

We do have the following suggestions:
Ø	The vendors must strengthen packing material for fragile glassware
in order to prevent future damage.
Ø	We can provide the chargeable services for the glassware. We can
check each inbound items and use some stronger packing to repack the
items.
Ø	The services will increase our liability. The service fee must be
high enough to cover our risk.
C) TEMPERATURE CONTROL

PROBLEMS: 
As per Widda?s instruction, the temperature can be kept at 20 degree
C. And we have followed this requirement. We have purchased a Thermo
Hygrometer to ensure the stable Temperature can be maintained in our
storeroom. And we have checked everyday.
The problem is that it is difficult to maintain the temperature below
18C. There will be water leakage, if the temperature difference is too
large between the storeroom and outside area. The outside vapor will
be condense on the extreme cold surface and forms a water droplet on
the cargo. We only can maintain the lowest temperature round 20C.
(Please see the water leakage photo)

Hi  louislwy,

I'm sorry it has taken so long to post this, but we've made quite a
few changes and we hope they are consistent with your intent and
meaning. If you would've preferred just a straight spelling and
grammar check (or if you have any questions), please let me know by
posting a clarification request before closing/rating my answer and
I'll be happy to reply.

I hope you get the desired response from your letter!
hummer & co

>>>>>

Regarding our service to Choco Trading, we wish to resolve any
disagreement with the client.  The following three topics need to be
reviewed.


I. ADDITIONAL UNCOSTED SERVICES

- Problems

We have provided special services to the client that are beyond our
Standard Operational Procedure.

      1. The client visited our warehouse four times to open cartons
and select the items they wanted to ship. We had to allocate
warehousemen and operational staff to open all outer and inner cartons
and afterwards to repack all glassware properly and carefully. This
was a time consuming and costly service.

      2. Another example involved about nine inbound shipments
totaling over 40 outer cartons and 120 line items. The client
requested us to pick out each item and take photographs of them
because they could not identify the items by the part number. In this
case, two warehousemen spent five working days to unpack and repack
all items.

As the amount of handling increases, the risk of damage increases as
well. In the long term, we have to charge for this kind of value added
service.

- Root Causes

The root cause is the quality of the vendors' documents (Please see Appendix 1).

   1. The writing on the commercial documents is always difficult to read. 
   2. The commercial documents do not state the correct part number
and cargo descriptions.
   3. We can never find the part number on the physical goods.
   4. It is impossible for us to pick out the specified part number to ship out. 

There are many unknown items for which we can not enter the correct
data in EDMS. Although we always try our best to find and copy the
part number from the cargo labels, some cargoes do not have any
labels. The client often requests us to assign the part number for
their cargo (Please see Appendix 2).

- Suggestions

We offer the following to help resolve this issue:

   1. The vendors provide original documents rather than copies. 
   2. The Part Number in the document match with the physical goods. 
   3. Preferably, the vendors provide an Advanced Shipment Notice
(ASN) in excel format.
   4. When possible, the vendors attach photographs on the invoices.
   5. All physical goods have the correct Part Number labels on them.


II. POOR PACKAGING

- Problems

Normally, we do not open the inner cartons without the client?s
permission; therefore, we do not normally know the condition of the
glassware. Several times, when we opened the inner cartons at the
client?s request, the glassware was broken. Also, a client found
damaged products on receipt at the retail shop and made a claim. Our
investigation showed that we had checked all cargoes before delivering
them to the shop. The damage may have been due to the in-transit time,
which was unforeseen and out of our control.

- Root Causes

According to our SOP, we will not open all inner cartons to check the
quality of the cargo. Therefore, the need for strong and protective
packaging is critical. We do our best to protect the cargo (for
example, we have trained our warehousemen to handle the glassware
gently and we check their performance regularly). All cargo is staged
in Patchi?s storeroom until it ships out of our warehouse.
Our investigation showed that the breakage occurred because of weak
packing rather than rough handling. We found that the vendors? boxes
do not meet the basic requirements and that the vendors do not use
enough bubble wrap to adequately protect the glassware (some are not
wrapped by any packing material at all).  The vendor called Carlo uses
strong packing and is the exception.

- Suggestions

We offer the following:

   1. The vendors strengthen the packing material for fragile glassware.
   2. We can provide the chargeable services for the glassware: we can
check each inbound item and materials. However, this service would
increase our liability, so the service fee must be high enough to
cover our risk.


III. TEMPERATURE CONTROL

The problem is that it is difficult to maintain a store room
temperature below 18 degrees C. When the temperature difference
between the store room and the outside is too great, water vapor
condenses on the colder surface of the packages and risks water damage
(please see the water photo). We can only maintain the store room
temperature at about 20 degrees C. without condensation. As per
Widda's instruction, the temperature can be kept at 20 degrees C. and
we follow this requirement. We purchased a thermo Hygrometer and check
it daily to ensure a stable environment.