Short sentences, figures written out in full, one question per message: 7 rules to be well understood by a partner who does not speak your language.
- Write short sentences, one idea per sentence: they translate without mistakes.
- One request per message, with a clear question at the end.
- Write dates without ambiguity: "6 February 2027" rather than "06/02".
- Give prices with the currency and the conditions: "€1,200 excluding tax, ex works".
- Avoid humour, slang and abbreviations: they translate badly.
- Confirm in writing what was said on the phone or in a video call.
- Leave time to reply: time differences and public holidays count.
Which channel in which country?
| Country | Most used messaging app | Time difference with Paris |
|---|---|---|
| Vietnam | Zalo (and Facebook Messenger) | +6 h in winter, +5 h in summer |
| Thailand | LINE | +6 h in winter, +5 h in summer |
| China | WeChat (Google services are blocked there) | +7 h in winter, +6 h in summer |
In practice: a message sent from France at 8 in the morning arrives in the early afternoon in Asia, during office hours. A message sent in the evening in France arrives in the middle of the night. For what matters (price, order, contract), also use e-mail: it keeps a written record that is easy to find again.
The 5 pieces of information to give in any price request
- The exact product: name, reference, size, colour, material, photo if possible.
- The quantity: a first trial order, then the usual quantity.
- The place of delivery and the transport rule (Incoterm): who pays what up to where. See Incoterms explained.
- The lead time you want, taking into account the festivals that close factories.
- The standards and documents you need in Europe (CE marking, label in French, CBAM or EUDR data depending on the product).
An example of a first message
FICTITIOUS EXAMPLE, to adapt:
Hello,
My name is Marie Dupont, I buy for a grocery shop in Lyon (France).
I am looking for loose green tea, in bags of 1 kilogram.
Quantity: 50 kilograms for a first trial, then about 200 kilograms per month.
Delivery: Lyon, France.
Can you send me your price in euros, the lead time and the list of documents supplied?
Thank you,
Marie Dupont
Short sentences, figures written in full, a single question at the end: the message translates without mistakes, even with an automatic tool.
Before paying: the right reflexes
- Check that the company exists in the official register of its country: our method.
- Be wary of a change of bank account announced by message: call your contact on a number you already know.
- Keep all your written exchanges. See paying without getting cheated.
🏮 See also: For your New Year, Tết or Songkran wishes: the great festivals of Asia and the phrases to write.