What is Inquiry? How to convert Inquiry into business opportunity.

1. What is the concept of “Inquiry” in B2B e-commerce?

“Inquiry” in English means “request for information” or “letter of inquiry”. In international e-commerce, Inquiry is a message or request from a buyer to a supplier to learn more about the product, price, specifications or conditions of cooperation. AboveAlibaba.com, every time an international buyer is interested in your product and clicks the “Contact Supplier” or “Send Inquiry” button, the system will send that information to the supplier's mailbox. A high quality Inquiry usually has:

• Detailed information about the product to buy.

• Estimated quantity or delivery terms.

• Real email and contact information.

Understanding what an Inquiry is helps businesses identify which are real potential customers and which are just for reference purposes.

2. Why is Inquiry important to export businesses?

Inquiry is the starting point of every export transaction – no Inquiry, no order. Through Inquiry, businesses have the opportunity to:

• Reach international buyers who truly have needs.

• Build long-term commercial relationships.

• Understand more global market trends and needs.

In particular, for Vietnamese businesses exporting through Alibaba, each Inquiry is a potential business opportunity to promote products to the world. According to statistics from Alibaba Vietnam, for every 100 Inquiry responded properly, on average, 2-5 Inquiry can be converted into real orders.

3. Classify types of Inquiry on Alibaba

Organic Inquiry:

• Appears when buyers find your product on Alibaba and send themselves a message.

• Usually comes from good product SEO, attractive images, and detailed descriptions.

Proactive Inquiry (RFQ - Request for Quotation):

• Is a request for a quote from a buyer on the "RFQ Market" system.

• Suppliers can proactively send quotes to increase their chances of being selected.

Internal Inquiry (Marketing-driven Inquiry): Comes from an internal advertising or marketing campaign, such as “Alibaba Sponsored Ads”.

Spam/Low-quality Inquiry:

• Messages are short, lacking information, or from unauthenticated buyers.

• Need Inquiry screening skills to save time.

4. How to identify a real potential Inquiry

• Check buyer information: See country, operating time, number of transactions, reviews on Alibaba.

• Read the Inquiry content carefully: If the buyer clearly states the product, size, and quality requirements => this is a good signal.

• Try responding with a short text message: Send a professional greeting, ask for more information. If they respond back => potential customer.

• Based on behavior on Alibaba platform: Real buyers often access many products, send inquiries to many suppliers in a short time.

5. Steps to convert Inquiry into real business opportunity

Step 1:Respond to Inquiry within 24 hours

• According to data from Alibaba Vietnam, buyers often choose the fastest and most professional supplier.

• Please respond to Inquiry within 12–24 hours, avoid exceeding 48 hours.

Standard response form:

Step 2:Personalize feedback

• Avoid copy-paste answers.

• Please specifically mention the product name, customer's country, or points of interest in your request.

Step 3:Send clear and professional quotes

Quotation should contain:

• Product name + image.

• FOB/CIF price.

• MOQ (Minimum Order Quantity).

• Delivery time.

• Payment policy.

• You can use the Quotation Management feature on Alibaba to send professional quotes.

Step 4:Follow up Inquiry again

After 2–3 days, if the customer has not responded, you should send a follow-up email.

Follow-up content should be light and reminders, for example:

Hi ,

Just checking if you received our quotation.

We’re happy to provide samples or better prices for long-term cooperation.

Step 5: Convert Inquiry into contract (Order)

When customers start asking about samples, MOQ, or shipping, it's a sign they're about to place an order. For now, please suggest:

• Send sample order for them to check the quality.

• Sign Trade Assurance Contract on Alibaba to ensure safe transactions.

6. Alibaba's role in supporting Vietnamese businesses to receive international inquiries

Alibaba Vietnam is the official channel to help domestic businesses open international stores and export through Alibaba. With the B2B (Business to Business) model, Alibaba connects Vietnamese suppliers with millions of buyers in 200 countries. When a business opens a store on Alibaba, the system will:

• Show products to global buyers.

• Automatically suggest suppliers that suit the buyer's needs.

• Send notification when there is a new Inquiry.

Alibaba also supports a consulting team to open booths, helping businesses:

• Choose the appropriate membership package (Gold Supplier, Verified Supplier).

• Training on Inquiry handling skills and writing content to attract customers.

7. Understand the B2B model on Alibaba and how this e-commerce platform works

B2B (Business-to-Business) is a business-to-business transaction model. AboveAlibaba.com, the operating process is as follows:

• Buyer posts products to buy or sends an Inquiry.

• Suppliers respond, send quotes, negotiate and sign contracts.

• Transactions are protected by Alibaba Trade Assurance to ensure secure payment and shipping.

• Compared to the B2C model (like Shopee, Amazon), B2B has many times larger order value and is aimed at mass export.

Therefore, each Inquiry on Alibaba is an opportunity for Vietnamese businesses to bring products to the world - from agricultural products, handicrafts, to processed foods.

8. Common errors when handling Inquiry and how to fix them

• Slow response or no response to Inquiry => causes customers to lose trust.

Solution:Maintain response within 12–24h.

• Answering too short and lacking information will make buyers think you are unprofessional.

Solution:Use a standard reply template, including company information and product images.

• Do not follow-up again Inquiry => lose potential customers.

Solution:Set up an automatic follow-up reminder system (via Alibaba or CRM).

Not optimizing Alibaba store => less natural inquiries.

Solution:

- Update products regularly.

- SEO titles, descriptions, keywords.

- Post at least 30–50 products to increase visibility.

9. Consulting on opening Alibaba booths for Vietnamese businesses

• Step 1:Contact the consulting team to open an Alibaba Vietnam booth for guidance on the process.

• Step 2:Prepare business profiles, product images, and business licenses.

• Step 3:Choose the Gold Supplier membership package for increased reliability.

• Step 4:Training on writing SEO standard product descriptions, responding to professional Inquiry, and using Trade Assurance.

• Step 5:Start promoting and receiving international inquiries.

10. From an Inquiry to a real order - the journey of Vietnamese businesses

A small Inquiry can become an export order worth tens of thousands of USD if handled properly. Businesses need:

• Understand clearly what Inquiry is.

• Know how to screen and respond professionally.

• Use Alibaba's tools effectively.

With support from Alibaba Vietnam and consultants opening booths, Vietnamese businesses can convert Inquiry into sustainable export opportunities, contributing to enhancing the position of Vietnamese goods in the international market.

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: 510 Kinh Duong Vuong, An Lac A Ward, Binh Tan District, HCMC