A buyer writes, “Send your best export price.” What should you quote? Without a product specification, quantity and destination, you could price an order the buyer never intended. A few clear questions at this stage can save both sides time and help you prepare a useful offer.
This guide provides a practical enquiry-handling workflow for small manufacturers, merchant exporters and sourcing businesses. It is an editorial checklist, not a mandatory government procedure. Adapt it to your product and market, particularly where goods need registration, licensing or specific storage conditions.
What makes an export enquiry qualified?
A qualified enquiry contains enough information to decide whether to proceed and what to do next. It does not mean the buyer is guaranteed to place an order. It also does not mean that the company has passed financial, sanctions or regulatory checks.
Think of qualification in three parts. Product fit asks whether you can supply the right goods. Commercial fit asks whether quantities, timing and payment expectations are workable. Transaction readiness asks whether the buyer can explain the destination, purchasing role and documents needed.
A serious enquiry may still be incomplete. New importers sometimes do not know the correct terminology. Help them clarify requirements rather than rejecting them for not using professional language. Conversely, a polished message with a large order value is not proof of a reliable company.
Start with the product specification
Ask for the exact product name, model or specification. “Laboratory furniture” could mean a workbench, a chemical-storage cabinet or a complete installation project. Each requires different materials, dimensions, packaging and pricing assumptions.
Confirm the measurement unit. A quantity of 1,000 could refer to pieces, cartons, packs or another selling unit. For pharmaceutical trade, clarify formulation, strength and pack configuration without turning a business conversation into treatment advice.
If the buyer sends a photograph, use it as a reference and request written specifications. A photograph may not reveal material thickness, product dimensions or performance requirements. Record which features are confirmed and which remain assumptions before asking production for a cost.
Ask who is buying and for which market
Request the company’s legal name, business address, website and the contact’s role. Find out whether they are an importer, distributor, retailer, agent or institutional purchaser. Their role helps you understand the conversation, although it does not establish their credibility.
Ask for the destination country and delivery city or port where relevant. The buyer’s office location may differ from the shipment destination. A company based in one country could be purchasing for a subsidiary elsewhere.
Identify the consignee or receiving entity if it is already known. When an agent handles discussions, clarify who will approve the order, who will pay and who will import the goods. These may be separate parties, and their responsibilities should be recorded.
Confirm quantity, packaging and order stage
Minimum order quantity is only one part of commercial fit. Ask whether the requested quantity is a sample, trial order, immediate purchase or estimate for a future project. A forecast should not be treated as a confirmed purchase commitment.
Packaging can change the quotation substantially. Ask about retail packs, bulk packs, labels, cartons, pallet requirements and private branding. If artwork is involved, establish who supplies it and who approves the final version.
For repeat purchases, ask whether the buyer expects one shipment or deliveries over time. This helps you discuss supply planning without promising capacity that production has not confirmed. Keep the first order separate from possible future volumes when deciding price.
Understand the timeline before promising delivery
Ask when the buyer needs the goods and whether that date refers to dispatch or arrival. Those are different milestones. A factory completion date does not include every transport or import-clearance step.
Check material availability, production scheduling, packaging approval and any documentation dependencies before promising a dispatch date. Where information is incomplete, explain what must happen before a firm timeline can be confirmed.
Use conditional wording that names the condition. “Production timing will be confirmed after artwork approval and receipt of the agreed advance” is clearer than “delivery soon.” Do not present an estimate as a guaranteed arrival date.
Discuss documents and compliance early
Ask the buyer for their destination-specific document checklist. Request it before committing to a shipment, especially for regulated goods. Your previous shipment to another country may not establish what this buyer needs.
Separate documents you can provide from those that require approval or third-party action. A catalogue, specification sheet and available company documents serve different purposes from shipment documents or product registrations.
Do not say “all certificates available” unless you can identify the documents and confirm that they cover the relevant entity, site or product. Record any unanswered compliance question as a blocker. Refer specialist issues to the responsible team or adviser.
Use a simple qualification table
| Information | Question to ask | Why it matters |
|---|---|---|
| Product | Which specification or model do you need? | Prevents quoting the wrong item |
| Quantity | How many units, and in which selling unit? | Establishes the price basis |
| Packaging | Standard or branded packaging? | Reveals additional work and cost |
| Destination | Which country and delivery location? | Helps scope shipment questions |
| Buyer role | Who approves, pays and imports? | Clarifies decision responsibilities |
| Timing | When do you need dispatch or arrival? | Tests feasibility |
| Documents | What does your importer require? | Identifies unresolved requirements |
| Purchase stage | Sample, trial or confirmed requirement? | Guides the next step |
Use the table as a conversation guide rather than sending every question mechanically. If the buyer has already answered a point, acknowledge it and ask only for the missing detail.
Example: turning a vague request into a useful brief
The following example is illustrative. A buyer writes: “Need 500 lab benches for export. Send price.” Instead of assuming a standard product, ask for dimensions, intended use, material preferences, destination and required delivery date.
The buyer clarifies that the requirement is 50 benches, not 500, with specific dimensions and flat-pack delivery. They need a price for an upcoming project rather than immediate purchase. Your next step is now clear: prepare a budget quotation with stated assumptions.
Without qualification, you might have spent time costing the wrong quantity and construction. The purpose of questions is to improve the quotation, not to make the buyer prove seriousness through unnecessary paperwork.
Decide whether to quote, clarify or pause
Use three simple statuses. Ready to quote means the main assumptions are confirmed and your team has checked feasibility. Clarification needed means the requirement could fit but important details remain missing. Pause means a significant commercial or verification issue needs resolution.
A pause is not necessarily a rejection. You may be waiting for the correct company identity, destination approval or production confirmation. Record the specific reason so another team member can understand the decision.
Do not rank leads solely by stated order size. A smaller, well-defined trial order can deserve faster attention than an enormous request with no specifications. Choose priorities using completeness, product fit and a realistic next action.
Common mistakes to avoid
Quoting before confirming the selling unit is a frequent source of confusion. Another mistake is treating a WhatsApp promise as a complete order. Summarise the agreed requirement in writing and ask the buyer to confirm it.
Do not copy a previous quotation without checking the destination, packaging and commercial terms. Small changes can alter costs or responsibilities. Also avoid promising documentation that another team has not confirmed.
Finally, do not confuse a responsive buyer with a verified buyer. Use the separate guide on checking overseas buyers before accepting payment arrangements or committing resources.
Frequently asked questions
Should I reject enquiries from personal email addresses?
Not automatically. Smaller businesses may use them. Ask for company details and verify the entity independently before treating the contact as authorised. An address alone does not prove reliability or fraud.
Can I quote before all documents are confirmed?
You can issue an indicative quotation if its scope and unresolved conditions are explicit. Do not present it as a shipment-ready offer where essential requirements remain unknown.
How many follow-ups should I send?
There is no universal number. Use the buying stage and the agreed next action. A helpful clarification is better than repeated messages asking whether the buyer has decided.
Continue the export workflow
Once the requirement is clear, use the proforma invoice guide to document the commercial proposal. Before committing to a new company, use the overseas buyer verification checklist. These steps address different questions and should support each other.
Research basis: International Trade Administration, “Find Buyers and Partners” and “Company and Partner Risk.” The enquiry register, questions and example in this article are Wedrang’s editorial workflow suggestions. AI-assisted draft prepared for human editorial review; no personal author review is implied.