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What is the optimum time frame to reply to an inquiry & is there any format which is to be followed while answering to a buyer(s)?
Free Member, Joined :06/30/2007
No of Topics Posted : 1
Reply/Comments : 0
A professional company will reply & expect a reply to any inquiry within 24-48 hours, as in any kind of business timely response is key to successful business operations. Even in scenario when product(s) inquired for are not available or a supplier cannot supply due to some reasons than also a reply communicating the same to the buyer should be sent, which indicates supplier's professional work ethics.
Inquiry reply should be as specific as possible and should only be as per the product(s) asked for. A reply to a buyer's inquiry must never have suppliers entire product range with website link so that buyer could check & reply. Instead reply to the buyers inquiry should mention:-
Product(s) Availability
Product(s) Specifications
Minimum Order Quantity
Product(s) Pricing
Delivery/Lead Time
Payment Terms.
I agree.
If due to any reason you are not able to reply immediately, say, the key man is out of town or sick, of if you need time to collect information or estimate for the pricing, please send an immediate reply stating that the quote would be sent within ---- days. (In any case not exceeding a week depending on the product or services; please keep up the promise. You may call up the buyer over the telephone to confirm if the time frame (if it is long)is acceptable to him. The buyers do sometimes relax the dead line if the seller is sincere.
In case the product does not fall in your range of manufacture, you may say so, and if you feel, you may offer an alternate product from your range. Sometimes buyers like the alternate product.
Often buyers are ignorant of the correct specification of the product. You may suggest the correct specification or send a brief Questionnaire to help them (and yourself) decide on the right product.
I have seen a well known customer get a low capacity boiler just because the buyer did not know how a boiler should be specified; nor did the (well known) supplier educate the buyer on the corrct specification. Result: Plant was forced to work at 75% of the rated capacity for want of sufficient steam.
Anjaneya Apartment Owners' Association
Bengaluru, India
Free Member, Joined :05/06/2007
No of Topics Posted : 0
Reply/Comments : 1
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