Reply quickly or not at all:
Delay implies lack of interest to the prospect's needs. Also, MOST
IMPORTANTLY, delays give competitors more time to win the business. Use
E-mail, fax, airmail or express delivery as appropriate.
Answer all questions: The inquirers may ask many questions, but should not have to ask the same questions twice. If one of your standard letters answers the questions, send the letter. If not, revise the letter to answer the questions.
Use a business-like tone:
Impersonal letters and responses don't make a good impression. Edit
your letter and make it specific to the inquirer. Be friendly and
courteous, but avoid slang or informal responses. Include name, title
and contact information in all correspondence (phone, fax, E-mail and
Web address). Print all letters on company letterhead.
Reply in the language specified:
Most inquiries are in English. Some are in the author's language but
ask for a reply in English. If the inquiry is not in English, have it
translated so it’s clear what the prospect wants. Translate the
response if requested. Commercial translators will do this for a fee.
Some colleges and universities also offer translation services.
Enclose product brochures, price lists and other information: Use your materials to answer most questions, so that the next communication will be a request for quote!
Handling requests for information and price quotes. As inquiries
lead to interest, prospects will send you a “Request for
Quote”. Your “Export Quotation” in response should
cover all costs to produce and deliver the goods, plus ancillary fees
Although formats can vary, “export quotation invoices” or “Performa invoices”, cover the following points:
When you and the buyer have agreed on the final price and terms, a “Commercial Invoice” is used for billing.
A commercial invoice lists the quantity, weight, unit price, and total price of each item exported, along with other basic information about the transaction (such as the address of the shipper and seller, and the delivery and payment terms). The buyer needs the invoice to prove ownership and to arrange payment. Some governments use the commercial invoice to assess customs duties.
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