1. Before providing a product quotation to a foreign buyer, the sales personnel should first gather essential customer information, such as whether the client is an end-user, their annual purchasing capacity, target market, and specific product requirements including usage, specifications, and quality standards. It’s also important to determine if the company can meet these requirements in terms of production capabilities. The salesperson must ensure that all necessary details are understood before proceeding with the quotation.
2. For foreign emails and faxes, responses should generally be sent within 24 hours. If there are special circumstances that require a delay, the sales representative should inform the foreign trade department and explain the reason along with the estimated time needed for a proper response.
3. Quotations for overseas products should be based on the official export price list provided by the finance department. The finance team regularly reviews and updates pricing according to current market conditions and production costs, ensuring that all quotations reflect the most accurate and up-to-date information.
4. When handling large orders, if the client's acceptable price is below the company's standard price, the salesperson must first seek approval from the department manager. If the manager cannot approve, the request should be escalated to the general manager for final decision-making.
5. For C&F and CIF quotations, the sales team must handle shipping, insurance, and any required inspections. They should contact relevant agencies in advance to ensure all logistics are properly arranged. These intermediaries should be selected based on their professional expertise, efficiency, and competitive fees.
6. In response to sample requests from foreign clients, it is generally required that the client cover the cost. If the sample quantity is large, the client will be charged accordingly. However, these costs can be deducted from the first formal order. For long-term or high-value clients with a good relationship, the company may offer free samples upon approval from the department manager. If the cost is significant, the general manager's approval is required.
7. When a foreign client requires proofing, the sales representative should work closely with the production department to ensure that the samples meet the required quality and specifications. Once reviewed and approved by the department manager, the samples should be sent out. If the client has specific packaging or branding requirements, these should be fulfilled before sending the samples and confirmed by the foreign client.
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