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Sort buyer replies and get today’s answers drafted
Reply triage sorts each buyer reply into a type, such as interest, a question, a quote or sample request, a meeting request or a no, and drafts the next step and the answer in the buyer’s language. It is for export managers who have started getting replies from overseas buyers.
- 1. Collect replies and terms: Paste the replies, or let your AI read them if you have already connected your mailbox to it. Add the email you sent and your price list, MOQ, lead time, certificates, sample terms and Incoterms so the answers can use them.
- 2. Sort by type: Each reply gets a type, such as interested, question, quote or sample request, meeting request, not now, wrong person or not interested, and a deadline of today or this week. Across 3,212 real replies (anonymous RINDA aggregate), 27.0% showed interest, 15.4% asked questions, 10.9% asked to meet, 22.8% were neutral and 17.3% said no.
- 3. Draft today’s answers first: Drafts match the buyer’s language and formality and answer every question in the order it was asked. Quotes carry the currency, Incoterm, validity, MOQ, lead time, payment terms and HS code, with fields your company must set left as [CONFIRM]; check prices in “Export price calculator” and codes in “HS code finder” for free.
- 4. Attach the right material: Attach the company profile and catalogue to a first reply, the price list and terms to a price request, and the list of documents you hold to a registration or certification question. A certificate you do not hold is never presented as if you did.
- 5. Brief before a meeting: For a buyer who asked to meet, one page brings together the company’s size, sales channels and recent news, the contact’s role, the country’s import figures (UN Comtrade) and 5 questions to ask. The company, contact and news lookups are live data at about 2 cents per buyer; the estimated price is shown first, and only what you approve runs.
- 6. Pause the risky ones: For talk of exclusivity or a contract, ask only about volumes and channels and promise nothing in the reply. For a bank account change, fees before an order or an offer to register your brand for you, send no bank or brand details and run “Can you trust this buyer?” first.
- 7. Log it and set the next date: Record what each buyer asked, what you promised and the next contact date. Remove unsubscribes from the list at once, and use this week’s replies and interested replies in “The Monday 20-minute check”.
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