How to get export orders

Phase 1: Generating and Qualifying the Lead

Step 1: Strategically Find the Buyer (The Digital Approach)

Stop waiting for buyers on passive B2B portals. The modern exporter uses digital tools to actively prospect.

• Trade Data Platforms: Use tools like ITC Trade Map to identify countries with high and growing import demand for your product.

• LinkedIn Sales Navigator: Target and connect directly with key decision-makers (Import Managers, Procurement Heads) in specific companies you’ve identified.

• Targeted Digital Ads: Run paid ads (Google/LinkedIn) to reach buyers searching for your HS Code and product in high-potential markets.

• WhatsApp Groups: Leverage curated Export-Import WhatsApp Groups for instant lead discovery (as detailed in our previous blog).

Step 2: Qualify the Buyer (Is this Lead Real?)

Before you invest time and money, vet the lead. This protects you from fraud and wasted effort.

• Request Credentials: Ask for their company registration, import license (IEC equivalent), and website.

• Online Footprint: Check their company website, LinkedIn presence, and import data records (if using paid tools like Panjiva/ImportGenius).

• Quantify the Need: Ask specific questions: What is the required quantity? What is the Incoterm they prefer (e.g., FOB, CIF)? What are their packaging standards?

• The Litmus Test: A genuine buyer will be ready to discuss samples, prices, and terms quickly. A scammer will push for personal information or suspicious payments.

Phase 2: Building Trust and Closing the Deal

Step 3: Submit a Professional Pro Forma Invoice

This is not a final invoice, but a formal offer. Accuracy is paramount, as it sets the expectations for the order.

• Crucial Details to Include:

  • HS Code of the product.

  • Detailed Incoterm (e.g., FOB Mumbai).

  • Pricing (clearly stating per unit and total value).

  • Payment Terms (e.g., 30% Advance, 70% CAD/LC).

  • Validity Date for the offer.

Step 4: The Sample Strategy

Samples are your product’s handshake with the buyer. Treat the sample process as the first mini-shipment.

• Customization: Provide the sample in the specific quantity and packaging the buyer requested.

• Professional Documentation: Include a commercial invoice for the sample (often marked as ‘No Commercial Value/Customs Purposes Only’) and detailed quality certifications.

• Follow-up: Track the sample delivery closely and follow up immediately after delivery to get feedback.

Step 5: Master the Negotiation and Secure Payment Terms

Negotiation is the art of balancing price, volume, and payment security.

• Prioritize Security: For a new buyer, secure payment terms are non-negotiable. Push for Letter of Credit (LC) or a high percentage Advance Payment (30-50%). Avoid ‘Open Account’ terms initially.

• Be Flexible on Price (Initially): You can offer a slight discount on the first small order to secure the long-term relationship.

• Final Contract: Once terms are agreed upon, convert the Pro Forma Invoice into the final Sales Contract or Purchase Order (PO), signed by both parties.

Phase 3: Processing the Confirmed Order

Step 6: Flawless Order Execution

This phase transforms the promise into reality.

• Order Confirmation: Acknowledge the receipt of the signed PO/LC immediately.

• Production & Quality Check: Ensure the production process strictly adheres to the specifications agreed upon (dimensions, color, material, quality standard).

• Packaging & Marking: Follow the buyer’s instructions exactly (marking codes, port details). Incorrect marking is a major cause of customs delays.

• Logistics & Insurance: Book your freight forwarder and ensure adequate Marine Insurance is in place (often required by the Incoterm).

Step 7: Prepare the Export Documentation

The final set of documents is what gets your goods across the border and ensures you get paid.

• Mandatory Documents:

  • Commercial Invoice

  • Packing List

  • Bill of Lading / Airway Bill

  • Certificate of Origin

  • Shipping Bill / Export Declaration