What are the most effective ways to communicate with South American customs officials?

1 Know the rules

Before you ship your goods to South America, make sure you know the rules and requirements of the destination country. Each country has its own customs tariff, import licenses, documentation, and inspection processes. You can find this information on the websites of the customs authorities or the embassies of each country. You can also consult with a local customs broker or freight forwarder who can help you navigate the complex and changing regulations.

2 Use clear and respectful language

When you communicate with South American customs officials, whether by email, phone, or in person, use clear and respectful language. Avoid slang, jargon, or idioms that might cause confusion or offense. Use simple and direct sentences that state your purpose, your request, or your problem. Be polite and courteous, and use formal titles and greetings. For example, use "Señor" or "Señora" followed by the last name, or "Estimado" or "Estimada" followed by the first name.

3 Adapt to the culture

Communication styles and preferences vary across South America, depending on the country, the region, and the individual. To adapt to the culture, it is important to be patient and flexible, as customs clearance can take longer than expected and you might face unexpected delays or changes. Additionally, be friendly and personal when interacting with South Americans as they value relationships and trust in business. They might ask about your personal life, family, or hobbies and share their own stories or opinions. However, it is also important to remain formal and professional in business dealings. South Americans respect hierarchy and authority in business and might expect you to follow certain protocols such as dressing appropriately, using titles and honorifics, or exchanging business cards. They may also prefer written communication over verbal communication for official or legal matters.

4 Seek feedback and confirmation

To ensure that your communication with South American customs officials is effective and accurate, seek feedback and confirmation. Ask questions to clarify any doubts or misunderstandings. Repeat or summarize the key points or actions to be taken. Confirm the deadlines, the responsibilities, and the outcomes. Follow up with emails or phone calls to check the status and progress of your shipment. Thank them for their cooperation and assistance.

5 Learn some Spanish or Portuguese

While English is widely spoken in the business world, it is not the official language of any South American country. Spanish and Portuguese are the dominant languages in the region, and some customs officials might not speak English or prefer to communicate in their native language. Learning some basic phrases or words in Spanish or Portuguese can help you communicate with South American customs officials more effectively. It can also show your respect and appreciation for their culture and customs. You can use online tools, apps, or courses to learn some basic vocabulary and grammar, or hire a translator or interpreter if needed.