How to write a professional Inquiry Reply to quickly close orders on Alibaba

1. Correctly understand the offer letter (Inquiry reply) on Alibaba

What is Inquiry reply?

• Is the supplier's response when an international buyer sends a request for quotation (RFQ - Request for Quotation).

• This is the first step to creating trust and converting leads into actual orders.

Why is the Inquiry response letter important?

• Alibaba prioritizes high ratings for suppliers who are responsive and professional.

• International customers often receive multiple quotes at once, so your message must stand out and be trustworthy.

2. B2B model on Alibaba and how this e-commerce platform works

What is Alibaba?

Alibaba is the world's largest B2B (Business to Business) e-commerce platform, connecting global suppliers and buyers.

Differences between Alibaba and Shopee/Lazada (B2C):

• Shopee and Lazada target individual consumers.

• Alibaba focuses on bulk exports, wholesale transactions and long-term contracts.

Alibaba's operating model:

• Vietnamese businesses open booths on Alibaba Vietnam.

• Post products - receive Inquiry (quote request) from international customers.

• Send offer letter (Inquiry Reply) - negotiate price - finalize order - deliver goods.

Why should you export through Alibaba?

• Reaching more than 200 countries and territories.

• Increase the reputation of Vietnamese export brands.

• Receive advice on opening a booth from reputable partners like Zafago, helping businesses achieve quick sales.

3. 5 Steps to writing a professional sales letter on Alibaba

Step 1:Carefully review the content of Inquiry from customers

• Note product name, quantity, country, packaging requirements, delivery time.

• Learn more about buyer profiles to gauge potential.

Step 2:Start your letter professionally

Greet in a friendly manner and show interest:

Dear , Thank you for your inquiry about our on Alibaba. We are pleased to provide more details and quotation for your review.

Step 3:Provide clear, concise information

List core information:

• Product description: material, size, certification (ISO, FDA, etc.)

• FOB/CIF price

• MOQ (Minimum Order Quantity)

• Delivery time

• Payment conditions

For example:

Product: Natural Coconut Soap 100g

Price: USD 0.85/pc FOB Ho Chi Minh

MOQ: 1000 pcs

Lead Time: 15 days after deposit

Step 4:Call to action (CTA)

Always encourage customers to give feedback or order samples:

• If you need samples, we can ship them within 3 days.

• Looking forward to your feedback to finalize the order soon.

Step 5:Close the letter politely and professionally

Best regards,

4. 10 Secrets to Help You Close Orders Quickly on Alibaba

• Response within the first 1–2 hours: Alibaba values ​​accounts that respond quickly, resulting in higher store rankings.

• Attach real images or short videos: Help customers have more confidence in product quality.

• Customize mail by country.

• Send flexible quotes (price list based on quantity): Help customers easily make large order decisions.

• Demonstrate market understanding: Provide examples of previous customers or international certifications.

• Always mention the Vietnamese brand and origin

• Use the standard Inquiry Reply Template

• Create 3–5 templates for quick feedback for each product type.

• Optimizing Alibaba Vietnam booth:

- Clear 3D images,

- Description of SEO standards

- Search keywords suitable for the target country.

• Maintain daily activities on the booth:

- Update products.

- Reply to customer chat.

- Join Alibaba RFQ Marketplace.

• Thanks to advice on opening a booth from Alibaba Vietnam experts:

- They help optimize keywords, design booths, and train on how to close inquiries.

- Increase the rate of Inquiry Reply into real orders.

5. Conclusion: the secret to success on Alibaba Vietnam

• Professional sales letters are the gateway to international orders.

• Quick response, clear content, and real images are the three most important factors.

• Optimize your booth and ask a consultant to open an Alibaba Vietnam booth to help you export easier and more effectively.

ALIBABA VIETNAM COMPANY - EXPORT E-COMMERCE FLOOR

• Head office: 19th Floor, Saigon Center Building, No. 67 Le Loi Street, Ben Nghe Ward, District 1

• Email:  [email protected]

• Phone: (+84) 987 258 510

• Branch 1: 10th Floor, Becamex Tower, 230 Binh Duong Avenue, Thu Dau Mot, Binh Duong

• Branch 2: 9th Floor, TTC Plaza, Vo Thi Sau, Thong Thong Ward, Bien Hoa City, Dong Nai

• Branch 3: 123 Cong Hoa, Ward 12, Tan Binh, Ho Chi Minh City 700000, Vietnam