An enquiry is an opportunity with a short shelf life. The buyer who emailed you has probably emailed other suppliers too. The quality and speed of your first reply often decide whether you ever hear from them again.
Reply Fast
Aim to reply to every enquiry within one working day — ideally within hours. If you cannot answer fully that quickly, send a short acknowledgement:
"Thank you for your enquiry about our cotton bath towels. We are preparing pricing for your specifications and will send a full quotation by Thursday."
This keeps you in the conversation and shows you are organised.
Read the Enquiry Carefully
Before replying, check what the buyer actually asked. Many exporters send a generic price list in response to a specific question — which signals that they did not read the message. Note:
- Products and specifications requested
- Quantities and delivery timing
- Destination country and any certifications mentioned
- Incoterm or payment preferences
Structure a Strong Reply
- Thank them and confirm what they asked for. "You asked about 3,000 pieces of our 500gsm towel in white and grey for delivery to Rotterdam."
- Answer their questions directly. Price, MOQ, lead time, certifications.
- Add relevant proof. Photos, specifications, certification details, or examples of similar work.
- Ask what you need to know. Missing specifications, quantities, labelling, or target price.
- Propose a next step. Samples, a call, or a formal quotation.
Ask Smart Questions
Questions help you quote accurately and show professionalism:
- What quantity per style or colour?
- What packaging and labelling are required?
- Which certifications or tests do you need?
- What is your target delivery date?
- Which Incoterm and destination port should we quote?
Questions also qualify the buyer. Serious buyers answer them; price collectors often do not. See how to qualify a buyer.
💡 Mirror the buyer's language
If the buyer writes in short, direct sentences, reply the same way. If they send detailed technical specifications, respond with the same level of detail. Matching their style makes you easier to work with.
When to Quote Immediately
If the enquiry is specific and the buyer looks genuine, send a quotation quickly. Include product details, unit price, Incoterm and named place, MOQ, lead time, payment terms, and validity. See writing a winning export quotation.
When to Ask First
If the enquiry is vague — "Send price list" — do not send your whole price list. Reply with a short introduction and two or three questions to understand what they need. A vague question answered with a precise quote often goes unread; a thoughtful reply often starts a real conversation.
An Example Reply
"Dear Mr. Rossi, thank you for your enquiry about our goalkeeper gloves. For 1,000 pairs of model GK-220 with your logo, our price is USD 6.80 per pair FOB Karachi, valid for 30 days. Production takes 35 days after sample approval. We can send two sample pairs in your colours within 10 days. Could you confirm the size split and whether you need individual polybags or retail boxes?"
It confirms the request, answers the key questions, gives a clear price with an Incoterm and validity, and asks for the details needed to move forward.
Keep Everything in Writing
Even if you talk by phone or video, confirm key points by email afterwards. It prevents misunderstandings and creates a record if questions arise later.
Follow Up
If you do not hear back after sending a quotation, follow up after a few working days. Many buyers are simply busy. See export sales follow-up.
Frequently Asked Questions
How quickly should I reply to an export enquiry?
Within one working day at most, and ideally within a few hours. If you need time to prepare a quotation, send an acknowledgement with a date for the full reply.
Should I include prices in my first reply?
If the enquiry is specific and the buyer is genuine, yes. If it is vague, ask a few questions first so your price matches what they actually need.
What if the buyer does not reply to my quotation?
Follow up politely after a few working days, then again after a couple of weeks with something useful. If there is still no reply, move them to occasional updates.
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