Overseas customer reception: full process analysis and detail control

Under the current global economic situation, traditional foreign trade companies are facing many challenges, and cross-border e-commerce has become a new breakthrough. The cross-border e-commerce model not only improves the efficiency of international import and export business, but also reduces transaction costs and procurement costs, and expands international trade opportunities. In this context, the reception of overseas customers is particularly important, because it is not only an opportunity to showcase the company’s strength, but also a key link in promoting cooperation between the two parties.

Analysis of the entire reception process

Airport pick-up and hotel check-in

Be sure to confirm relevant information one or two days before the customer arrives to ensure a smooth pick-up. When picking up the airport, arrive at the airport in advance and prepare a pick-up sign to avoid keeping customers waiting. After receiving customers, assist with check-in procedures and communicate follow-up itinerary arrangements.

Formal business meeting

Meeting Etiquette

• Personal image: Neat and elegant appearance, friendly attitude, keep smiling. Women can wear light makeup appropriately, but should not wear heavy makeup. Dress appropriately and meet the requirements of the business occasion.
• Titles and handshakes: Address the other person as “Mr.” or “Ms.” and the handshake follows the principle of “the distinguished person comes first”, that is, the overseas customer reaches out first.
• Business card exchange: When delivering business cards, the person with lower status first hands the business card to the person with higher status; when accepting the business card, read it carefully and express gratitude.

Visit the office space

Teach customers around the office environment, introduce the responsibilities of each department, and showcase the company’s products and services. The layout and lighting effects of the sample room will affect the customer’s impression.

Meeting process

• Self-introduction: The host introduces the participants and explains the topic of the meeting.
• Company Introduction: Present the company overview through PPT or video, focusing on the company’s advantages and successful cases.
• Project Negotiation: Discuss cooperation details in depth and maintain a relaxed and pleasant atmosphere.

Visit and inspect the factory

• Factory reception details: Accompany customers to visit the production line and demonstrate the production process, quality control, etc.
• Paper materials: Provide beautifully bound materials for easy viewing by customers.
• Arrange light meals: Respect customers’ eating habits and provide appropriate meals.

Formal banquet

Choose a restaurant with an elegant environment and Chinese characteristics, ask customers about their dietary preferences, and provide a variety of tableware.

Farewell to customers

Compile meeting records and send them to clients to thank them for their visit and follow up on follow-up matters.

Details in the reception

Itinerary

Make a detailed itinerary to let customers understand the entire reception process.

First meeting

Pay attention to the customer’s status when picking up the airport, and arrange an appropriate welcome dinner.

Welcome ceremony

Prepare flowers and arrange group photos.

Refreshments in the meeting room

Ask customers about their drink preferences and offer coffee or tea.

The deep impression of visiting the factory or sample room

Let customers experience the operation process, shoot videos, and give away souvenirs with the company logo.

Minutes of the meeting

Record the content of the meeting in detail and sign for confirmation by both parties.

Customer briefing or information collection form

Create customer files and record key points of meetings to facilitate follow-up.

Through the above reception process and detailed control, we can effectively improve the satisfaction of overseas customers and lay a solid foundation for future cooperation.