Foreign trade inquiry classification and golden reply template: a practical guide to get customers to reply within seconds!

One of the biggest headaches for new foreign trade professionals is not knowing how to effectively respond to inquiries. Customers aren't responding? Perhaps you're not treating the problem correctly!

This article divides inquiries into 6 core types and provides golden reply templates in Chinese and English for each type, accurately matching customer needs and increasing the response rate by 200%!

1. Price-inquiry type inquiry: Customers go straight to the point and ask for a quote

Typical inquiry content:

"Please send me the FOB Shanghai price for product A. What is the MOQ?"

"What's your best price for Model X? Send me a quotation."

Customer pain points:

Strong price comparison mentality, likely to send bulk inquiries

Doubts about quality, delivery time, and service

Golden reply template:

【Chinese version】

Subject: Product A quotation + 3 successful cases (including German customers) are attached

Hi [Customer Name],

Thank you for your inquiry! The following is the information you are concerned about:

1. FOB Shanghai price: $12.5/piece (MOQ 500 pieces, negotiable for large quantities)

2. Delivery time: 15 days (supports delivery in batches)

3. Payment terms: T/T 30% deposit, 70% against bill of lading

Why choose us:

✅ German TÜV certification + 3-year warranty

✅ Cooperating customers include [a well-known brand], see the attached case

✅ Free inspection service for orders placed this month

Click to view product video demonstration → [link]

Do you have additional requirements for parameters or certifications? I can tailor my solution accordingly.

Best regards,

[your name]

-----------------------------------------

【English version】

Subject: Quotation for Product A with 3 Success Cases (Including German Clients)

Hi [Name],

Thanks for your inquiry! Here are the details:

1. FOB Shanghai Price: $12.5/pc (MOQ 500pcs, discount for bulk orders)

2. Lead Time: 15 days (partial shipment allowed)

3. Payment: 30% T/T deposit, 70% against B/L

Why Choose Us:

✅ TÜV Certification + 3-Year Warranty

✅ Clients include [Brand Name], see attached case studies

✅ Free Inspection Service for Orders This Month

Watch product video → [Link]

Do you have specific requirements? I'll customize the solution.

Best regards,

[Your Name]

Core skills:

Quotation + added value combination: using certification, case studies, and limited-time benefits to hedge against price comparison pressure

Laying the Hook: Using "Parameters/Authentication Requirements" to Guide Customers to Reply

2. Product Specification Inquiries: Technical Parameter Fanatics

Typical inquiry content:

"What is the temperature range of product B? Does it have a RoHS report?"

“Send me the technical sheet of Model Y. Does it pass CE certification?”

Customer pain points:

High requirements for product professionalism

There may be alternative suppliers, and the compatibility needs to be verified quickly

Golden reply template:

Core skills:

Data prediction: proactively provide commonly used certifications that are not mentioned by the customer (such as IP68 in the Middle East)

Scenario-based guidance: using application cases to reduce customer decision-making costs

3. Sample request inquiry: Want a free sample? Turn the tables!

Typical inquiry content:

"Can I send two samples to the United States and pay on delivery?"

“Can you send free samples to Germany? DHL account.”

Customer pain points:

Worried about the inconsistency between sample and mass production quality

Test supplier cooperation

Golden reply template:

【Chinese version】

Hi [Customer Name],

Samples can be shipped today, but according to company policy:

1. Sample fee: ￥200 (refundable after bulk order)

2. Shipping: Collect or Prepaid (Prepaid is recommended for a 15% discount)

Why charge:

�� Ensure you are a genuine buyer (intercepted 27 peer sample-sampling attempts last month)

�� One-on-one follow-up test report by engineers

If you accept, please reply with the delivery address + contact number, and the waybill number will be sent out within 1 hour!

Best regards,

[your name]

-----------------------------------------

【English version】

Subject: Samples Ready! Confirm Shipping Payment to Dispatch

Hi [Name],

Samples can be shipped today. Our policy:

1. Sample Fee: $30 (Refundable upon bulk order)

2. Shipping: Collect or Prepaid (15% off if prepaid)

Why Charge:

�� Prevent non-serious buyers (blocked 27 competitors last month)

�� Assign engineer for test support

Reply with your address & phone number, get tracking in 1 hour!

Best regards,

[Your Name]

Core skills:

Establish a sense of professionalism: Use "intercepting sample data" to imply reliable quality to customers

Creating a sense of urgency: "1-hour shipping order" forces quick decision-making

4. Urgent Purchasing Inquiries: Quick! Quick! Quick!

Typical inquiry content:

"Can you ship 500 pieces to Indonesia within 3 days? Expedited!"

“Urgent! Need 1000pcs to Brazil in 5 days.”

Customer pain points:

The supply chain is suddenly broken and replenishment is urgently needed

Willing to pay a premium, but concerned about supplier execution

Golden reply template:

【Chinese version】

Subject: Confirmed! 500 pieces can be shipped to Indonesia on Wednesday (with flight schedule)

Hi [Customer Name],

Today's production schedule has been coordinated, the specific plan is:

1. Delivery date: July 10 (DHL direct delivery within 3 days)

2. Expedited fee: 5% increase in total price (original delivery time 15 days)

3. Performance guarantee: 1% of the order amount will be compensated for each day of delay

Click to confirm the plan → [Payment link]

(Confirmed within 30 minutes will be prioritized)

Best regards,

[your name]

-----------------------------------------

【English version】

Subject: Confirmed! 500pcs Can Ship to Indonesia on Wed (Flight Schedule)

Hi [Name],

Solution arranged:

1. Shipment: July 10th via DHL (3-day delivery)

2. Urgent Fee: 5% of total (Normal lead time 15 days)

3. Guarantee: 1% compensation per day delay

Confirm & Pay Now → [Payment Link]

(Priority booking if confirmed within 30 mins)

Best regards,

[Your Name]

Core skills:

Quantified Commitment: Using "Delayed Compensation" to Allay Customer Concerns

Creating scarcity: "30-minute priority booking" facilitates instant returns

5. Comparative price-cutting inquiries: Your price is 20% more expensive than XX!

Typical inquiry content:

"You are 18% more expensive than Indian suppliers. Can you match that?"

“Your price is 20% higher than Vietnam. Can you match it?”

Customer pain points:

There are already multiple quotations, and the price is being pushed down to test the bottom line.

Concerns about the reliability of low-cost suppliers

Golden reply template:

【Chinese version】

Topic: Why are our prices 15% higher than Vietnam? 3 reasons + solutions

Hi [Customer Name],

Thank you for your honesty! Our prices differ mainly due to:

1. Material upgrade: 304 stainless steel (Vietnam mostly uses 201 steel)

2. Quality inspection cost: full inspection for each batch (comparison only conducts random inspection)

3. After-sales guarantee: 2 years of free maintenance (3 months for peers)

Compromise:

If the order is ≥2000 pieces, the price can be reduced by 8% and the quality inspection standards will be maintained.

Or switch to 201 steel (cost reduction of 12%, with a 1-year warranty)

Do you prioritize cost-effectiveness or long-term reliability?

Best regards,

[your name]

-----------------------------------------

【English version】

Subject: Why We're 15% Higher than Vietnam? 3 Reasons + Solutions

Hi [Name],

Thank you for being upfront! The price difference comes from:

1. Material: 304 Stainless Steel (vs. 201 Steel in Vietnam)

2. QC: 100% Inspection (vs. Random Check)

3. Service: 2-Year Free Repair (vs. 3 Months)

Compromise:

�� 8% discount for orders ≥2000pcs (keep QC)

�� Or use 201 steel (12% cheaper with 1-year warranty)

Which matters more: cost or reliability?

Best regards,

[Your Name]

Core skills:

Structured comparison: using specific data to break down price differences

Reverse questioning: forcing customers to reveal their true needs

6. Inquiries for long-term cooperation: Are you just making empty promises? Reverse capital verification!

Typical inquiry content:

"Need 50,000 pieces per month, looking for long-term partners, please quote your best price."

“Looking for long-term partner for 50,000pcs/month. Best price?”

Customer pain points:

It could be a real big customer, or it could be just bluffing.

Suppliers are required to demonstrate their ability to continue supplying goods

Golden reply template:

【Chinese version】

Subject: 50,000 pieces/month cooperation plan (with production capacity audit report)

Hi [Customer Name],

To ensure long-term cooperation, we provide:

1. Tiered Quotes:

- First order of 50,000 pieces: $10.5/pc

- Subsequent orders ≥ 80,000 pieces: $9.8/pc

2. Exclusive support:

✅ Exclusive production line (see attached workshop video)

✅ Free technical training every quarter

Please provide:

�� Company business license

�� Purchase records for the past three months (with confidentiality agreement in place)

After confirmation, I can apply for a general manager-level cooperation agreement.

Best regards,

[your name]

-----------------------------------------

【English version】

Subject: Proposal for 50,000pcs/Month Partnership (Capacity Report Attached)

Hi [Name],

To ensure long-term success:

1. Volume Pricing:

- First order 50K: $10.5/pc

- Subsequent ≥80K: $9.8/pc

2. Exclusive Support:

✅ Dedicated Production Line (Workshop Video)

✅ Free Technical Training Quarterly

Please Provide:

�� Business License

�� 3-Month Purchase Records (NDA Prepared)

I'll apply for CEO-level contract upon confirmation.

Best regards,

[Your Name]

Core skills:

Taking control of the customer: Asking customers to provide their qualifications to filter out fake inquiries

Visual Evidence: Workshop Videos Enhance Trust

Pitfall Avoidance Guide: 3 fatal mistakes that newbies often make

Indiscriminate responses : Using the same template to respond to all inquiries → Customers feel uncaring

Over-promising : "Guaranteed lowest price" and "No delays" → Loss of negotiation space

Follow-up without a follow-up : Send a quote and wait for a reply → 90% of customers are poached by competitors

Summary: The core logic of getting customers to reply immediately

Accurate classification: 6 major types corresponding to 6 strategies

Hook design: Each email should include at least one motivation for replying (e.g., limited-time offer, exclusive plan)

Reduce action costs: Attach links, templates, and QR codes to allow customers to "respond with one click"

Take action now: Save this article and when you receive the next inquiry, just copy it according to the type!