CIVITAS JOURNAL · 4 MIN

Seven checks before replying to an overseas inquiry

A convincing reply matters less than distinguishing verified facts from missing information.

Separate the purpose first

A purchase inquiry, quotation request, distribution proposal and information request need different next actions. Summarize the request in one sentence and point to its source.

Use seven checks

Check: 1) purpose; 2) product and specification; 3) quantity and minimum order; 4) destination; 5) requested timing versus verified lead time; 6) currency and scope of price; 7) missing facts and who can confirm them. Do not replace missing information with guesses.

A draft is not a commitment

Start with the facts requested: product, quantity and desired arrival date. Clearly mark unresolved points, such as a lead time awaiting confirmation. A responsible person must review prices, technical suitability, delivery commitments and the actual message.

Record the friction

For one recent inquiry, record time spent searching, facts checked again and reasons for revision. This is more useful than a broad claim that automation is needed. Use a de-identified example, not private customer information.