The sale of goods and services produced in one country to other countries is called export. The country selling the goods is called an exporter, while the country buying the goods is called an importer.

Exporting, which creates growth opportunities for small and medium-sized enterprises, is a very comprehensive phenomenon. The process of exporting involves many steps and processes. One of these is the communication that takes place between the importer and the exporter.

Correspondence between buyer and seller helps the importer form a positive impression of the exporter, fostering good relationships.

Correspondence, also known as business letters, makes a significant contribution to the creation of new markets.

GoTradeGo , established to support exports, offers you the opportunity to grow your brand value in foreign countries by collaborating with Foreign Trade Experts. These experts communicate with the importing country to ensure that necessary correspondence is conveyed in the correct language.

Export correspondence requires extra care, and the correct communication style should be achieved by adhering to simple rules. These simple rules for business letters are: brevity, clarity, accuracy, and completeness.

Before writing a letter to an importer, there are some questions the exporter should ask himself. These are:

1. What is the purpose of the letter?

2. Who will receive the letter?

3. Does the importer have knowledge of the goods or services you wish to sell?

4. What kind of response do you expect to your letter?

5. What information does the importer need?

A formal letter, written logically, must be neat and orderly. In English letters, punctuation marks are not used except for abbreviations in the address and title.

The parts that make up the overall appearance of the letter are:

- Title

- Internal address

- Address

- Main section

- Closing sentence

- Signature

- Initials

- Appendices

- Copies

Sample letter introducing the exporting company.

(Importer's Name and Address)

Dear Sirs,

Our Company is the exporter/producer of (name of the product) and we would like to

make our company and its products known to you.

Enclosed is a brochure which gives you general information about

Our products.

If you are interested, we will be happy to send you any further

information We may be available in the near future to discuss the subject

with you as well.

Thanking for your kind interest and we look forward to your early reply, we remain,

Yours sincerely,

(Exporter's Name)

(Importer's Name and Address)

Dear Sirs, our company is the manufacturer/exporter of (product name) and we would like to inform you about our company and products. A brochure providing general information about our products and prices is enclosed. If you are interested, we can provide you with more information.

We would be happy to receive your information. We may also meet in person in the near future to discuss this matter.

Thank you for your interest, and we look forward to your prompt response.

Kind regards,

(Exporter's Name)

Depending on the company's current circumstances and export experience, there may be additional points that can be included in the letter. The following sentences provide examples of alternative phrases that could be added to the letter.

• The company may specialize in manufacturing and accept custom orders.

"Special order is acceptable."

"Custom orders are acceptable."

• The company has experience in exporting. They may wish to mention this fact.

"We have already experience in export business, particularly in European markets."

"We have experience in exporting, especially to European markets."

• The importer's desire to specifically enter the market of the importing country can be emphasized.

"Since we have recently received many requests for our products from your country, now we are

"planning to have our products distributed by a well-known importer / wholesaler."

"Because we have recently received a large number of requests for our products from your country,

distribution of our products in your country by a reputable importer/wholesaler

we are planning to do it."

If you have any further details you can inform the importer about, for example:

• If you are going to visit a country and there are new companies you plan to meet with

a letter introducing your company and products before the visit.

You can send it.

• Someone you are already in contact with in the same country who can serve as a reference

These could be companies. You can inform the importer about this.

• You may have ready-made product samples and include them as samples with your letter.

You can send it. (This option may be possible depending on the product and is usually the first option.)

(It is more appropriate to carry this out in the stages following the correspondence.)

(Importer's name and address)

Dear Mr. (Importer's name)

We are the exporters of (name of the product) and would like to make ourselves and our products known to you. With this letter we are sending our company

brochure and product catalogue. They represent the range of quality and the specifications that we offer. Still we have customers in your country and in the

enclosure, you will find a list of the companies with whom we already do business.

I shall be in your country on (date) and my intention to stay there is about a week. I would like to visit you at your office during my stay and I would appreciate to learn when it could be convenient for you.

I look forward to your confirmation and to meet you soon

Yours sincerely

(Exporter's name)

Enclosure:

The list of companies,

Brochure and Product Catalog

(If the name is unknown, "Dear Sirs" can be used)

(Explanation of the purpose of the letter)

(Detailed information on the subject should be provided)

(Information about future events will be provided)

(Importer Company Name and Address)

Dear (Importer's name)

We are the exporter of (product name) and we would like to introduce ourselves and our products to you.

Along with this letter, we are sending you our company brochure and product catalog. These represent the quality and product features we offer.

We currently have customers in your country. You can find a list of companies we do business with attached.

I will be in your country on (date) and I intend to stay there for (a certain period of time). I would like to visit you during my stay.

I would appreciate it if you could let me know when that is convenient for you.

We look forward to hearing from you soon. Please confirm your order.

I am waiting.

Kind regards,

(Exporter's name)

Appendix: Company List,

- Brochure and Product Catalog

(If the name is unknown, "Dear Sirs" can be used)

(Explanation of the purpose of the letter)

(Detailed information on the subject should be provided)

(Information about future events will be provided)