AI in freight forwarding

Key information

A training for freight forwarding teams who want to genuinely use generative AI in their daily work: correspondence with customers and carriers, preparing offers, calculations and settlements, and handling complaints. Participants work on tasks that reflect their everyday work: they write emails in different languages, process data from Excel tables, and prepare drafts of transport contracts and communication content. They learn to write prompts that deliver specific, ready-to-send results.

During the training, participants will find out, among other things:

• How AI thinks and what its limits are in office work
• How to write prompts with the KREDO method in a freight forwarding context
• How to use ChatGPT to handle correspondence with customers and carriers
• How to analyse transport data and calculate offers faster
• What the safety rules for working with AI are (customer data, contract terms)

Objective

The objective of the training is to introduce participants to the capabilities of ChatGPT in the everyday work of a freight forwarding department, covering prompting with the KREDO method, practical applications in business communication and transport data analysis, and the rules for safe work with public AI models. The training emphasises specific, repeatable applications in daily work and critical evaluation of AI output.

Programme

Module 1: How AI thinks and what it means for work in freight forwarding

• Language models as predicting the next words
• AI hallucinations: what they are and why they are particularly dangerous in contract data and calculations
• The difference between the free and paid versions of ChatGPT in daily work
• A short diagnostic of the group’s expectations

Module 2: Prompting with the KREDO method in a freight forwarding context

• Context: describing the transport situation and the recipient of the message
• Role: assigning AI a function in the task (freight forwarder’s assistant, editor)
• Instructions: precise commands adapted to work with customers and carriers
• Response format: length, tone, structure typical of industry communication
• Dealing with incorrect AI answers and correcting the prompt

Module 3: ChatGPT in freight forwarding communication

• Emails to customers: cargo enquiries, confirmations, corrections, complaints
• Emails to carriers: capacity enquiries, order confirmations, agreeing terms
• Translating industry correspondence (English, German, Ukrainian, Russian, others)
• Draft clauses for transport contracts and forwarding orders
• Generating content for customers (offers, information, shipment status)

Module 4: A practical workshop, the freight forwarding flow with AI

• The full cycle: from the customer’s enquiry, through calculating the offer, to confirming the order
• Analysing transport data from Excel or CSV tables (e.g. freight costs, order list)
• Preparing a short report or summary for the customer based on data
• Handling complaints and difficult correspondence with the help of AI
• Short peer reviews of results within the group

Module 5: Security, privacy and an implementation plan

• What can be put into public ChatGPT and what should not leave the company (personal data, contract terms, counterparty data)
• Rules for working with documents containing confidentiality clauses
• Verifying information from AI before sending it to the customer
• Questions and answers

Methodological note

The training works exclusively with one main tool (ChatGPT), so that within 6 hours a group of twelve has time to genuinely master it in the context of freight forwarding work, rather than just watch a few demonstrations. If the company uses Microsoft 365 Copilot instead of ChatGPT, I can prepare a variant of the training adapted to Copilot (the title and the scope of exercises change).

Organisational requirements on the client’s side

• Before the training, every participant has a paid ChatGPT account set up and tested. The alternative is a free Google account and working on the Google Gemini model
• Login checked in advance on the device the participant will work on
• One workstation per person, a laptop for every participant (12 people), with no sharing
• Stable Wi-Fi in the room, sufficient for 12 people working at the same time
• A projector or large screen for the trainer’s presentation
• A room suitable for workshop-style work (tables, space for notes)
• Optional: a few real examples of transport data (Excel/CSV) and sample correspondence with customers (anonymised), to be used in Module 4

Trainer

Franciszek Kołpanowicz, entrepreneur and certified AI trainer. He has been published in Rzeczpospolita, among other places. He has more than 1,600 hours of work with generative AI behind him and has shared his knowledge at public events, including the “Menedżer w erze AI” (Manager in the Age of AI) training organised by Rzeczpospolita and at the UKEN and PASE conferences. A background in philosophy (Jagiellonian University) and experience in IT quality control allow him to combine analytical thinking with asking the right questions. In training sessions he pays close attention to the participants, drawing on their experience and needs as the work unfolds.