Rules for import request are pretty much
on same lines as that of export offer (please see
last week's discussion). A request for quotation must
be precise, quantified, practical and convincing.
Learning the rules not only help buyers get good response
from authentic sellers but also help sellers and agents
to judge the requester.
Here's few points to remember while requesting
quotation:
Identity
The buyer must state his/her full contact
details including name of contact person, mailing
address, telephone, fax, e-mail and www home address
(if any).
If you receive a request for quotation
(RFQ) with no or insufficient details about identity
of the sender - then request more information before
sending quotation. Any request with scant details
on buyer's identity is perhaps not worth pursuing.
Background
Some information about context or background
is extremely helpful for timely and knowledgeable
response. It not only helps sellers to respond with
relevant information but also helps buyers in cutting
down negotiation time by avoiding un-necessary exchange
of mails. A RFQ for same product may come from
The nature of response from seller may
vary considerably for each of the above groups though
product may be same. Buyers can save considerable
time by providing a brief context of the request.
Supporting
Information/Documents
Mention your official export-import registration
number, bank name, affiliation etc. wherever necessary.
A link to corporate web-site saves considerable time
and effort. Generally all information that contributes
to establish your credibility will support your business.
You may be well known in your country but not necessarily
abroad !
Product Specification
This is the most important and core of
any import request. Nothing frustrates a seller more
than an incomplete and imprecise request for quotation.
Insufficient or improper product description/specifications
reflects poorly on credibility of buyer and fails
to evoke response from authentic sellers.
Quantity
Remember, price depends on quantity to
a great extent. It will be difficult for a seller
to quote price without knowing minimum order quantity
Mode of Shipment
/ Destination / Delivery Period
Without clear statement or preference
of buyer on above the seller may quote something default
(e. g. FOB) - leading to waste of time and money in
exchanging mails.
Common Mistakes
-
Insufficient contact details
-
To ask a quotation without specifying
quantity, exact quality, delivery time etc.
-
Offer of several completely different
products
-
Too low or too expensive prices
vis-à-vis market prices
-
Offer of quasi non-existent products
in a country
-
To propose a factory for 5 million
dollars with Hotmail address and portable phone
or a tel/fax contact
-
To ask for financing without any
contribution except an idea
-
To ask a 100% financing
-
To ask for a financial partnership
without an appraisal and financial report from
a recognized specialized accounting firm
-
To ask for goods on credit in first
transaction
-
To ask for samples on introduction
