1. English is the common language of communication between XLP members when writing. All XLP members should have in their office at all times at minimum one person to handle communications who has an internationally acceptable standard of spoken and written English.
2. Rate request from other XLP members that arrive in the AM should be responded to by the PM. Rate requests from other XLP members that arrive in the PM should be responded to within the AM following business day. If the rate is not yet available, needs more information, or is difficult to get quickly, an immediate notification as such should be sent in writing. (When referencing AM and PM, we are noting the receiver’s time.)
3. It is assumed that XLP member’s operations have workable telephones, faxes and e-mail systems. XLP members should, when ever possible, use official company e-mail accounts for business and refrain from free sites such as Hotmail, Yahoo!, etc.
4. Routing orders to XLP members should clearly state that the routing order is from an XLP member. This is in order to avoid confusion.
5. Any time a quotation or shipment is refused, the refusing party must let the XLP party being refused concisely in writing the reason the quotation or cargo is being refused.
6. If bilateral agency contracts are required by XLP members as a condition of working with other members, this should be clearly stated in initial quotations to other XLP members.