Work from the refusal notice
A message saying “paperwork problem” gives the shipment team very little to act on. Obtain the bank’s actual findings. When a bank refuses documents that do not comply with a credit, ICC Academy explains that its refusal notice should identify the discrepancies.
For each item, record the credit condition, affected document, stated discrepancy, document issuer and deadline. Keep the original document with any replacement so the team can see exactly what changed.
Ask the presenting bank which options remain
Some corrections need the issuer of the original document. An amendment may require agreement among the relevant parties. Ask which route is available for this presentation before promising the supplier that the issue is resolved.
A waiver request does not guarantee payment. The buyer’s willingness to accept a discrepancy is not a reason to skip the presenting bank’s explanation of what happens next.
Count banking days carefully
For a credit subject to UCP 600, the document examination period is a maximum of five banking days following the day of presentation. That rule does not promise payment or cargo release within five calendar days. Confirm the actual deadlines with the bank when making the shipment plan.
Give logistics an update it can use
While the documents are being corrected, the cargo may still be moving toward arrival, availability and storage charges. Keep a daily note covering the items below, with an owner and a time for each action.
- Which discrepancies remain unresolved.
- The next document action.
- The next response needed from the bank.
- The next cargo or storage decision.
Fix the next shipment’s paperwork
Once the matter closes, fix the source of the discrepancy. Correct a template that supplied the wrong description. Move a late certificate request into the booking process. Those changes belong in the next shipment’s checklist.