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Index > Knowledge > Mastering Communication in International Trade: Should You Email or Call?
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2024/11/26
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Mastering Communication in International Trade: Should You Email or Call?

As an international trader, one of the toughest decisions in foreign trade customer development is whether to email or call a prospective customer. Each method has its unique advantages, but the key lies in selecting the approach that best suits the situation. This decision can significantly impact response rates and ultimately, the likelihood of closing the deal. If you're at a crossroads, here's an in-depth look at both options to help you decide.
 
Pros and Cons of Emails vs. Calls
 
Advantages and Risks of Emails
 
Emails excel in efficiency and scalability. While a single phone call reaches only one client, emails can be sent to multiple prospects simultaneously, saving time and maximizing outreach. When combined with pre-prepared templates or automated sending strategies, emails are an indispensable tool for efficient client engagement.
 
However, emails face fierce competition. Each prospect likely receives dozens of emails daily, and if yours isn't compelling enough, it risks being overlooked or flagged as spam. Crafting an engaging and personalized email is crucial for standing out in this crowded space.
 
Advantages and Risks of Calls
 
Calls provide unmatched immediacy and adaptability. A phone conversation enables real-time interaction, allowing you to quickly gauge client needs and adjust your strategy accordingly.
 
However, calls also carry risks. Incorrect contact details or failure to connect with the right decision-maker can lead to wasted time and lost opportunities. Effective phone communication demands thorough preparation, especially in verifying client information and identifying key decision-makers.
 
Balancing Emails and Calls
 
Tailor Your Approach to Client Type and Stage
 
The method you choose depends on the client and the stage of the engagement. For initial outreach, emails often provide a polite and efficient introduction. In contrast, calls are more effective for following up with interested prospects or negotiating deals. Accurately identifying the client’s stage in the sales funnel helps you select the optimal communication channel.
 
The Importance of Precision in Client Targeting
 
Regardless of the method, connecting with the right person is vital. This is where TradeInData can make a difference. With its ability to search by keywords, HS codes, or company names, TradeInData allows you to access critical procurement details about potential clients, such as product categories, purchase frequency, and transaction values.
 
Additionally, it reveals customer partners, preferred ports, and market distributions, enabling you to pinpoint ideal customers for your offerings. Accurate client data empowers your emails and calls, significantly increasing their effectiveness.
 
Timing Your Emails and Calls
 
Best Times to Send Emails
 
Emails are most effective when sent 10 minutes before or after the client’s workday ends. This is when they’re likely winding down and have time to review their inbox.
 
Best Times to Make Calls
 
The ideal time to call is after 3 PM in the client’s local time zone. Thursdays and Fridays tend to yield better results than Mondays, as clients are generally more open to discussions later in the week.
 
Flexibility is Key to Effective Communication
 
Emails and calls are not mutually exclusive but complementary tools in your client engagement arsenal. Start with an email to establish initial contact, then follow up with a phone call to delve deeper into their needs.
 
The real secret to success lies in understanding your foreign trade clients, thorough preparation, and choosing the right method at the right time. Every step in the client acquisition process is crucial—embrace adaptability, and you'll navigate the complex journey of client acquisition with confidence and success.
 
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