Prepare shipment information before speaking with sales
Five groups of data to keep the discussion aligned with your needs: products, quantities, pickup points, delivery points and documentation.
Start with a description that can be cross-checked
The more specific the information, the easier it is for the recipient to identify what needs to be checked. You do not need to have a complete set of documents ready, but you should distinguish between confirmed data and estimated information. A concise list using the same product codes as the supplier is much more useful than multiple uncaptioned images sent separately.
State the purpose of the discussion upfront: whether you need transportation, consolidation, document review or an assessment of the entire import plan. If you have already handled part of the work, specify that part to avoid receiving a quotation with overlapping scope.
1. Products: identify the goods correctly
Prepare images or links, product names, materials, uses and identifying specifications. For equipment, add the model, catalogue and whether it is new or used. For a product set, list the main components and included accessories.
Product names on purchasing platforms often do not sufficiently describe the construction or intended use. If specifications are not yet available, note “not available” and ask the supplier to provide them. Do not guess the material or use specifications from a similar-looking product as a substitute.
2. Quantity and packaging: separate actual data from estimates
Record the quantity for each product code, unit of measure, estimated number of packages, dimensions and post-packaging weight. If importing from multiple suppliers, separate the list by order so the recipient can cross-check incoming goods.
Packaging images should show the outer packaging, cushioning materials and stacking method where possible. For fragile, bulky goods or goods requiring lifting and handling, state these characteristics upfront. If weighing and measuring have not yet been completed, clearly indicate that the figures are estimates and ask when the actual measurements will be confirmed.
3. Pickup point: clarify the supplier’s scope of work
Provide the location where the goods will be ready for handover, the supplier contact person and the expected availability date. Clarify how far the supplier will deliver, whether packaging or domestic transportation is included, and which party bears these costs.
For multiple pickup locations, provide the goods-ready schedule for each order. A late order may affect consolidation export conditions, storage and the delivery plan. State your company’s priority: wait for all goods or consider splitting shipments under a confirmed arrangement.
4. Delivery point and required delivery time
Provide the delivery location in Vietnam and the person coordinating receipt of the goods. If the delivery location has vehicle access restrictions, requires lifting and handling, appointment scheduling or delivery to a specific position, state this clearly to align the scope.
Distinguish between the desired date and the mandatory deadline for an order or project. Ask the person in charge to confirm the point from which lead time begins and the conditions required to meet the expected schedule. The date goods leave the supplier does not automatically mark the start of every activity.
5. Transaction entity and documentation needs
State which company is expected to be named as the transaction entity, whether an import arrangement has been selected or whether further discussion is needed. List the documents your company needs for reconciliation or accounting, along with the documents currently available from the supplier.
Do not simply state “all documents are required.” Ask for confirmation of the name of each document, the named entity, the providing party, the format to be received and the handover timing. For technical matters where there is not yet enough basis for a conclusion, the recipient should clearly identify the additional information needed and the next verification step.
Before sending and after the discussion
Check whether images, product lists and quotations use the same product codes, quantities and versions. Send only necessary information through confirmed channels; conceal data relating to unrelated customers or transactions. You do not need to provide passwords, verification codes or bank account data to begin a consultation.
End the discussion with a short list: missing information, the person responsible for providing it, items to be checked and the response timeline agreed by both parties. When the supplier changes goods or quantities, send the updated version to the same contact person to avoid reusing outdated data.