Four situations that cover most inquiries, in five languages, ready to fill in. All follow the same shape: acknowledge, answer directly, propose one concrete next step. Keep the first reply short.
Acknowledge → answer exactly what they asked → propose one concrete next step. Three parts, no more.
The most common mistake is making the first reply a company introduction. They asked about MOQ; you sent three paragraphs of company history. They'll ask the next supplier.
This is the message that reveals whether you're a professional. Never be vague, and never say "yes we have it."
Don't write "just following up" — the lowest-response opening in existence. The day-7 message that says "if the timing isn't right, tell me and I'll close the file" often outperforms the first email, because it gives the buyer a dignified way out — and people decline politely, usually explaining the real reason as they do.
| Trap | Why |
|---|---|
| ALL CAPS | Reads as shouting in English |
| Five questions in one email | Ask one — the one that matters most |
| No validity on a quote | Any currency or material move becomes your problem. Add "valid for 15 days" |
| Using "du" in German | Business correspondence uses Sie, always |
| Chasing payment on a Gulf weekend | Friday–Saturday is the weekend in much of the region; Sunday is a working day |
This tool gives you a one-time snapshot. A free account keeps the history, re-checks on a schedule, shows the trend over time — and can answer your inquiries automatically. Free forever, no credit card.
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