When it comes to importing from China, many importers believe that sending a few inquiries on China wholesale websites is all it takes to get a reply. However, the reality is often quite different. In this article, we will explore how to use Alibaba’s inquiry template, as well as eight reasons why Chinese suppliers may not reply to your inquiry.
The article will cover what sending an inquiry means on Alibaba, how to send an inquiry, and what to do if you don’t receive a reply. By following the tips and advice provided, importers can increase their chances of receiving a timely and informative response from Chinese suppliers.
Key Takeaways
- Understanding how to use Alibaba’s inquiry template is crucial for successful communication with Chinese suppliers.
- There are several reasons why Chinese suppliers may not respond to inquiries, including language barriers and unrealistic expectations.
- Importers should take a proactive approach to contacting Alibaba and Chinese suppliers in order to maximize their chances of success.
What Does Send Inquiry Mean on Alibaba?
When browsing products on Alibaba, buyers have the option to contact the seller through the “Send Inquiry” button. This feature allows buyers to send a message to the seller inquiring about the product, its price, and other details.
Sending an inquiry is a crucial step in the purchasing process as it helps buyers establish a relationship with the seller and determine if they are a reliable source. However, it can be challenging for new small business owners to get the seller’s attention, especially when sourcing products from China.
Chinese suppliers receive numerous inquiries every day from buyers listed on B2B catalogs such as e-Canton Fair. As a result, they tend to be selective in their responses and prioritize inquiries from serious buyers. This is why it is essential for buyers to make sure their inquiries are clear, concise, and professional.
To improve their chances of getting a response, buyers can use Alibaba’s inquiry templates. These templates provide a standardized format for buyers to fill in the necessary information, such as the product name, quantity, and shipping destination. By using these templates, buyers can save time and ensure their inquiries are well-structured and professional.
In summary, sending an inquiry on Alibaba is a critical step in the purchasing process. Buyers must make sure their inquiries are clear, concise, and professional to get the seller’s attention. Using Alibaba’s inquiry templates can help buyers improve their chances of getting a response and establish a reliable relationship with the seller.
How to Send Inquiry on Alibaba?
When it comes to contacting Alibaba suppliers, it is important to be polite, professional, thorough, and assertive when asking suppliers questions. Here are some tips to improve your response rate:
1. First Message to an Alibaba Supplier
Planning detailed product requirements can greatly increase your response rate. After finding several suppliers you want to cooperate with, the next step is sending them a message introducing yourself, the product you are looking for, and your desired attributes. A basic Alibaba template you can use is as follows:
Alibaba Contact Supplier Template:
Subject: “I’m interested in [Product Name]” or “RFQ for [Product Name].”
Hello [Potential supplier] (Note: use their given name if you have it),
I’m (your name) the procurement manager for [company name], and I’m interested in receiving a quote for [product name].
Could you please give me more information or email me more information to [your email]
Include:
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Pictures of the product and a photo of [product detail] (note: the detail can be anything; make sure it forces them to use pictures taken for you and not found elsewhere)
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The Minimum Order Quantity
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The price at the MOQ and [some other amount] (Note: I find that getting two prices for different quantities lets you know their flexibility on a price and helps in negotiations later on)
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[the price to make any changes or customization that you want] (be specific on this part, but you can skip it if you want a product as-is)
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What is the shipping cost of sending a sample?
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What are the shipping terms?
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The Closest port (note the port should be close to where they claim they are located if you’re dealing with a factory. If it’s too far, be cautious)
Thanks, I look forward to hearing back from you!
[your name]
Procurement manager
[Company name]
2. Additional Questions to Ask
The first time you talk to a supplier, try to keep the list of questions short so as not to overwhelm them, but immediately after the first response, prepare a second list of Alibaba template questions to ask. These questions to ask Alibaba Suppliers usually vary depending on the potential supplier’s answers, and some are specifically related to the product.
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What are the payment terms?
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What payment options do you accept?
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Do you have a Bill of Materials?
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The shipping method, cost terms?
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Can I get a quote for the product to be FOB as well?
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What is the production lead time?
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What are your sample terms?
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Do you have a catalog?
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How many years of experience do you have?
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Can you add our logo to the product and/or the packaging?
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What packaging options do you have?
It is not recommended to use the Alibaba template for a free sample. If they review your inquiry as you are serious about doing business with them, they may offer the sample at a low price. An Alibaba Sample Request Template you can use is as follows:
Hello,
Thank you for your reply. I am an online retailer and interested in (Product name).
How much will it cost to have a sample sent express to (Your address)?
I am already selling a similar version of the same product with a lot of success and plan on scaling my business when I find the right product. I will need to examine the product and make sure it’s the right fit for my customer base.
Please let me know the sample price and expected shipping times. Thank you.
Kind regards
3. Shipping Related Questions
Not considering shipping costs is one of the most common mistakes first-time buyers make. Most people think that shipping is easy, but it is not. The most common mistake is not knowing the trade terms and forgetting to negotiate which terms to use. The following Alibaba shipping template questions are a great first step to help you get started.
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What are the shipping terms?
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Can I get a quote for the item in both EXW and FOB?
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Can you do DDP, and if so, can I get a quote?
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Which port will this ship out of? Or What is the closest port?
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What is the weight of the package?
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What is the dimension of the package?
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How many units per package?
4. Follow Up by Phone
It is recommended to give suppliers a call and let them know that you sent them an email so that they will take your email priority. This is where the “cultural differences” really stand out. Just because you sent an Alibaba template email to someone in China does not mean they are obliged to reply.
5. Consider Hiring a Local Sourcing Agent
Since most Chinese suppliers do not speak English well, you can always rely on
8 Reasons Why Chinese Suppliers Didn’t Reply to Your Inquiry
1. Your Inquiry is Too Vague to Make You Look Like an Outsider
Chinese suppliers are more likely to respond to specific inquiries that demonstrate the buyer’s knowledge of the product. A professional buyer provides a detailed description of the product, including raw materials, packaging, national regulations, and whether it is OEM. This helps the supplier to understand and follow up with the buyer. A broad inquiry makes it difficult for the supplier to understand the buyer’s needs and may lead to the inquiry being ignored.
2. You Describe Yourself as a (Too) Small Buyer
Chinese suppliers respect authority and want to work with valuable customers. Buyers who describe themselves as small or lack business experience may not be taken seriously. It is important to give the impression that you are a serious buyer, regardless of the size of your company or experience.
3. You Only Contact a Few Suppliers
It is important to contact a wide range of suppliers to find the best products. Limiting yourself to a few suppliers may result in missing out on better options. Using Alibaba’s supplier resources to build a shortlist of potential suppliers can help widen the choices.
4. You Sent the Inquiry at the Wrong Time
Sending inquiries during Q4 around Christmas time or during Chinese holidays such as Chinese New Year or National Day may result in slower response times or no response at all. It is important to consider the supplier’s schedule and avoid sending inquiries during busy periods.
5. Your Email May Have Entered the Provider’s Spam Folder
To avoid your email being marked as spam, avoid using subject lines that sound misleading or contain spam trigger words such as urgent, money order, dear friend, order now, promise you, etc. This can help ensure that your email is delivered to the supplier’s inbox.
6. You Are Not Sure About the Product You Are Looking For
Before contacting the supplier, it is important to identify the specific product you are looking for. This helps to ensure that the inquiry is sent to a supplier that provides the specific product. A clear understanding of the product can also help to build the supplier’s confidence in the buyer.
7. The Quantity is Too Small, and the Supplier is Not Interested
Although it is important to negotiate with suppliers, asking for a too low MOQs/price may discourage the supplier from responding to the inquiry. It is recommended to ask whether the minimum order quantity is negotiable in the initial Alibaba template email. Most suppliers are willing to lower the MOQ, but not to an absurd level.
8. Poor Supplier Reputation
It is important to find high-quality suppliers interested in the buyer’s order to prevent being cheated or receiving inferior products. Low-quality suppliers may be more concerned about large orders than winning repeat customers. Using the above Alibaba template tips to format the inquiry can help to attract high-quality suppliers.
In conclusion, by following the above tips, buyers can increase their chances of receiving a response from Chinese suppliers. A clear and specific inquiry that demonstrates the buyer’s knowledge of the product, a professional image, a wider range of suppliers, consideration of the supplier’s schedule, avoiding spam trigger words, a clear understanding of the product, reasonable negotiation, and finding high-quality suppliers are all important factors to consider when sending an inquiry to Chinese suppliers.
Contacting Alibaba/Chinese Supplier Conclusion
When contacting Alibaba or Chinese suppliers, it is important to personalize the email template provided by Alibaba. This will make your email stand out and increase your chances of getting a response. Additionally, it is important to keep in mind that the person you are communicating with may not be a native English speaker. Therefore, it is crucial to use clear and direct language to ensure effective communication.
To increase your response rate, treat the contact with suppliers as a sales process and make necessary adjustments in your approach. This will help you to establish a good relationship with the supplier and negotiate better deals.
If you have a better Alibaba template for contacting Chinese suppliers, you can share it in the comments section. Alternatively, if you need product sourcing services in China, you can contact us for assistance.