Dear Members,

Everyday we deal with many emails. Let us share with others the best emails to the prospective buyers.

Please do not post your company name or contact details, otherwise they will be treated as trade leads.

Since there are many fields in trading, so all outstanding answers will be rewarded accordingly.

Good luck to all,

Moolan

Replying to [Moolan99]:

Dear Depali,
You posted a nice e-mail but question i'ld like to ask is, is your e-mail is written in consise manner? Information overloaded e-mails often dont get instant attention of the reader.. so how can you manage this?

Dear friends and colleagues,

just last night we were talking about sales in my English cl *, and discussed the "AIDA" principle. These letters stand for "Attention, Interest, Desire, Action". Based on this I would say that in your first contact with a potential buyer you shouldn't do anything else but getting his attention. That is about equivalent to those flashing signs you see along major avenues in the US. Every additional thing you do or try to do can only lead to overwhelming him, and the consequence will probably be that he is turned off, rather than attracted.

So, for example, just let him (very!) briefly know that you have exactly what he is looking for. Sorry for the comparison, but make it like that "flashing" strip dancers like to do. Nothing else in the first communication! Though of course you'll invite him to your website (if you have one) or to contact you for more info. But that's it!

In the following contacts (if he reads your website, that's a "contact" in this regard), you must get his interest. Only this way will he read and analyze all the information. So again, make sure it's just info, down to the point, no hype! Though of course you will use nice, friendly wording for this purpose. Only that can lead to point 3, the "Desire". So here you'll offer no more "flashing", just "mouthwatering" conclusive info.

The "Desire" is of course that he really wants to buy your product(s) now. He still might have some technical or other questions, but basically he is at a point where he feels like he "needs" (rather than just wanting) what you offer. Then you have got him, as long as you stay nice, friendly and helpful. If you get cocky and arrogant in this moment, believing that now he is a "dead duck" (believing that he is "yours"), he will most likely realize that, and then YOU are the "dead duck"!

The last stept is of course the "Action", i.e. closing the deal. There you have to be a little (just a little) strong. For some reason I'll never understand, some buyers might be ready to buy, but won't do so unless you ask them. To assess his readiness correctly, you'll have to develop a lot of instinct and experience. So if for example your buyer is in your office (like a car dealership) you would reach out for the contract forms while making the "very casual" comment, "ok, then let's fill out the contract" or "looks like it's time to fill out the contract". Over the internet or by mail you would have to look for an equivalent.

As the precise wording of an initial sales offer (and following conversation) is much more tricky than in a purchase offer, I wouldn't like to give an example. It depends too much on the precise circumstances! But as long as you keep the above in mind, you are on the track to success.

Germex

Replying to [Moolan99]:  We will place the order immediately if the prospective suppliers send us a response as follows:

Dear Madam,

We learned that you are looking for Cottonseeds and we did some research and we are convinced that you are genuine and serious buyer.

We can supply African Whole Undelinted Cotton Seeds, we have been exporting this product to Mid-East, EU, Asia.  Our customers are

happy with the quality, price, delivery and service we provided. We can send three references of our existing customers to ease your worries and enhance your confidence in dealing with us.

The following is our offer:

1. Commodity: African Whole Undelinted Cotton Seeds

2. Origin: African country

3. Specifications:

- Purity: 99. 9% min.

- Impurities: 0. 03% max.

- Linters: 11. 64%

- Moisture: 8. 0-0. 06%

- Oil content: 21%

- Oleic Acid: 2. 61% max.

- Ash: 5-0. 3%

- Aflatoxin: 5 ppb max.

4. Quantity available: up to10,000 MT per month

5 Price: CNF USD **/MT, Qingdao, China, containerization, if by vessel, the shipping cost could be reduced significantly. We will seek these possibilities later.

6. Packing: New 50 kgs PP bags

7. Delivery time: 14 days upon the receipt of your L/C at our bank

8. Payment terms: 100% Irrevocable and confirmed Letter of Credit at sight

9. Documents and inspection certificates:

-Clean on board Bill of Lading, commercial invoice and packing list

- Phytosanitary certificate and GMO free certificate

- Inspection Certification of Disinfection

- Certificate of Origin

- Quality and Weight certificate issued by SGS at port of loadingShould you need anything further, please feel free to contact us, we will try to get back to you as soon as we can.

Thank you and best regards.

Sales Manager of xxx

Contact details

Replying to [Moolan99]: following mail recd. from a party, although it is too long, but I found it interesting and hope may be the one you are looking for

Hi Deepali,

First allow me to introduce myself. My name Muhammad Zaki Nadji, Sales and Marketing Director, ********** I read about you on Alibaba and wondering you might be interested in this kind of opportunity. Recently, our company (PT. AJP) was selected to serve as XXXXXX Technologies Group's Indonesia Liaison Office. Our mission is to choose a prominent national company with strong marketing vision and networking capabilities to work with XXXXXX in promoting and distributing the Z-Master brand of products within a specific region (or country.) The selected company would be appointed as XXXXXX's Exclusive Distributor. Perhaps we could use of each other's advantages in looking at this opportunity within.

Who is XXXXXX?

XXXXXX is a healthcare-oriented company specializing in medical research and technology development, primarily natural products. The company has six issued US Patents, six published US Patents and a large number of additional US and international patents under application. XXXXXX Chief Science Officer, Dr. Dallas L. Clouatre (see amazon.com and Yahoo), a Member of the American College of Nutrition, has published in peer-reviewed medical journals and appeared as a guest speaker on Good Morning America. He was chosen to write for the US National Institute of Health in regards certain natural products. Dr. Clouatre has collaborated with numerous prestigious institutions and world-class researchers, including Dr. Harry Preuss, M.D. Georgetown University Medical School and the late Dr. James M. Dunn, M.D., one of the pioneers of modern pharmaceutical delivery technology.

Why XXXXXX products?

1. XXXXXX products are made from blends of medically proven ingredients plus essential elements such as minerals and vitamins. These formulations are intended to address the underlying causes of illness and not merely to mask symptoms. The broad yet gentle action of these natural-ingredients based formulations is in sharp contrast with most pharmaceuticals drugs. The result is treatments that are safe and without significant side effects.

2. XXXXXX's Z-Master products are demonstrably efficacious. For many individuals these products are true drug substitutes. Importantly, patients also feel better, which is often not the case with standard drug treatments. The Z-Master range includes anti-diabetic and hypertensive formulas as well as other superb formulations benefiting osteoporosis, liver and obesity.

3. XXXXXX's products are protected under US and other patents issued and pending. These patents cover efficacy/usage claims as well as proprietary production methodology.

4. XXXXXX utilizes the US FDA cGMP/GMP manufacturing facilities of Deseret Laboratories International (USA) www.deseretlabs.com in the production of its patented products.

contd...

Dear Tandh,

Just you need to create interest in the readers mind.

Replying to [Moolan99]:Dear Germex,
You have used the AIDA for communication by letters, though it is more applicable in print and audio-visual advertising.Though the basic concept remains the same,application becomes a little tough.I have used AIDA concept for 30 years for brand management.
Hence I strongly agree that first action is attraction.
So I give the punch in first line, strategic alliance, as I prefer to use, to arrest attention.
For intrest, I talk about what other party, buyer or seller will find as music to his ears, precise to the point description.
I create desireby offering mutually trusted modes of payment or third party inspection, to seller and buyer respectively.
Action is assured if you offer to pay for samples. oroffer L/C on extended credit.
Sixer

Dear Moolan
XYZ Pharma

Sub.: Are you planning a gift for Doctors?


We understand your difficulty in choosing the right gift for doctors. Pen, paperweights, wall clocks, watches, etc are very common, even costly articles like Television sets, Air conditioners, etc also are gifted in plenty by various pharma companies and have therefore lost their charm with doctors. This results in pressure from your sales team to give something new and unique for presenting to doctors. You need a gift which the doctor will not like to part with and can remind him of your company and product name several times each day resulting in getting more prescription from doctors and thereby higher sales.

We, at Anzalp Herbal Products Pvt Ltd, have a wide range of herbal cosmetic products of International quality for
· Personal Care
· Baby Care
· Skin Care
· Hair Care


These products appeal to a wide audience; so you can not only please doctors but their families too! Some of the products can remind them about your product

Constantly at their work place (clinic, hospital etc) while others can be meant for their spouses. Such products will enjoy a space on their dressing table, again acting as a prominent reminder.

The biggest advantage you have here is you can always repeat our products as gifts, because you can be sure that they will be liked by the doctor and his family and will not be thrown away by them! On the contrary they will be requesting your field staff to replenish their monthly requirement of cosmetic products & of-course we don’t have to mention that the Managers/Medical Representative concerned will always gets a special welcome from the Doctors.

We have developed a unique product which can be called as a perfect gift for doctors. It is an XXXXXXXXXXXXXXXXX. This is very handy & useful products for Doctors as during their day to day practice, before & after checking of patients he feels like cleaning their hands to make it as far as possible bacteria & fungus free. which in normal case is very tiresome procedure. XXXXXXXXXXXXXXXXX is also unique as it is totally alcohol free. Just a few drops on the palm, and a few seconds of brisk rubbing not only leaves your hands free from harmful bacteria and fungi, makes them pleasantly fragrant but also moisturized. So there is no need of water, soap or towels to make your hands clean. Its efficacy has been certified by an FDA approved Laboratory in India. Since the product is Non-alcoholic it is safe for use by all age groups.

We are confident that you will like our range and will decide to select some of them as gift articles for your valued doctors. For more details of our products, please visit our web site xxxxxxxxxxxxx

Looking forward to hearing from you,

Regards

Deepali

Replying to [Moolan99]:

Dear Sirs,

This is Ruby yang from ****Co., ltd. We understand from your information posted on Alibaba.com that you are in the market for ****, which in line of our business.

Our products are special because they are made of good quality and price is competitive. In the past years that we have been selling our products we have made a good name for ourselves in countries around the world.

If you would like to receive more information, please log onto our web site at www. Should any of these items be of interest to you, pls fell free to let us know. We will be happy to give you a quotation upon receipt of your detailed requirements.

We are a factory specializing in the manufacture and export of ****, such as ****. We are willing to provide OEM, ODM business.

Hope we can establish a good and long business relationship soon.

Looking forward to your favorable reply.

B/rgds!

Ruby yang
sales Dept.

Company Name:
Address:
TEL:
FAX:
Website:
MSN:

Hi Deepali and TandH,

After reading again all the contributions to this topic I am getting the impression that there is no one single answer to the original question. In my opinion, the best way to address somebody for whatever pupose always depends on his very personal culture. But how can you know his culture if you don't even know him yet? Short answer: you can't! Though there seem to be certain details that are at least typical for the region where your contact lives, and that could give you a clue.

One thing that made me reflect was what Deepali said: "you just need to create interest in the reader's mind". I totally agree with her, and yet - just like TandH - I would never try to do that her style. When I try to "create interest", I basically do or say something you could paraphrase with the words, "hey, look here". That's it! Not one single additional word!

I'm living in a region you could call "a culture in transistion". Old, traditional Mexicans like to chat away "forever", while younger people sometimes are even chronically desperate and expect you to compress everything into 5-6 words. So sometimes Deepali's letter would be much appreciated (most likely by older people), while my extremely short and "down to the bones" style is appreciated by younger readers - here in Mexico, that is. Other countries, who knows!

So I guess that the only way out of this dilemma is a relatively short introductional letter, including a link to your website. And this website should be organized in such a manner that you can get an overview at the first glance, and from there dig into the specifics of whatever you would like to know. But don't "squeeze" all this info into the first letter or e-mail to your customer, provider or whoever. Inform him - don't torture him!

Germex