Always use clear, simple and straightforward language when corresponding with a foreign buyer. Avoid poetic and artistic expressions, idioms, colloquialisms, and slang, these will confuse the buyer.   

Avoid using too many abbreviations in fax (facsimile), e-mail (electronic mail), telex (teletype exchange) and cablegram for the purpose of saving transmission costs. An abbreviation often is ambiguous and can create misunderstandings.   

When to Reply   

For the established buyer, reply within 24 hours after the receipt of buyer's fax, letter, e-mail, telex or cablegram. If for some reason a fax, an e-mail or a telex reply will be sent after a few days, let the buyer knows immediately that you will respond within the next few days. However, if the buyer's demands are unreasonable, it is helpful to maintain complete silence for few days. Being silent is an intimidating tactic.  

For the prospective buyer, also reply within 24 hours if the communication is initiated by the exporter.

The exporter must reply within the shortest possible time, but never expect the buyer to do the same.   

Means of Reply   

Use fax (facsimile) or e-mail (electronic mail) in corresponding where possible. The fax is still widely used in international correspondence.  

A letter will take several days to a few weeks to reach the buyer. Sometimes a letter may be lost. A letter, however, is preferred over a fax or an e-mail for the initial contact.  

Avoid replying by telephone as there is no reference copy at both sides for future use. Moreover, the calls may often be answered by people unfamiliar with English in a non-English speaking country and the contact person may not be available to take the calls.  

Different Date Formats, Decimal Fractions and Units of Measurement

 The date 2/3/04 is February 3, 2004, in some countries and it is March 2, 2004, in others. If the foreign importer needs the shipment on February 3, 2004, and the exporter enters March 2, 2004, in the order, such a misunderstanding can create chaos for importer and exporter. It is better to write the month in word, instead of number, in the international trade.  

A comma, not a decimal point, is used to separate a whole number from the decimal place in some countries. For example, 800.05 is written as 800,05 in Germany.   

A unit of measurement like the ton may refer to the metric ton (2204.6 lbs. or 1000 kgs.), short ton (2000 lbs. or 907 kgs.), or long ton (2240 lbs. or 1016 kgs.). The exporter must clearly differentiate units of measurement in the correspondence to avoid problems.