How foreign trade clerk manages e-mail

As a foreign trade clerk, you will receive a lot of e-mails every day (oh, you only have one a day, then work hard), then how do you manage and respond to these e-mails?

Some of my personal opinions are for reference: How to manage e-mails How to identify genuine and fake messages: You may receive many new messages every day, especially if you do network promotion, but many of them are useless. Or false news, if it is a real customer, you do not seriously reply may be lost, if it is domestic counterparts, if you send detailed information or quotations, will leak their own information, especially the relatively high technical design Industry, leakage information is very bad. Therefore, it is necessary to identify true and false customers.

How to identify them?

First, check the sender's IP, by right-clicking on the received email and selecting Properties - Details. You will see several IP addresses in it, and then query the area to which the IP belongs. Go to ip.lk52. Com site like this check, enter the IP address can know from which region;

Secondly, if your website has a counter, you can refer to the IP records in the counter to see if it has been visited by your IP address. Generally speaking, it is difficult to use a foreign company's website on a domestic factory. The use of real IP on your site, when sending mail may use a proxy server. Another advantage of using a counter is that you can know where you are browsing your web site, and if you know where you are, click the link on the B2B website or enter your website address directly. If you enter the address directly, think about it. How do you know?

Third, look at the time the customer sent the e-mail, according to the time difference to determine the time the customer sent the e-mail, such as the mail sent from the German IP at 8:00 am, there is basically a problem.

Fourth, look at whether the customer left detailed contact information in the email. If there is a website address, a detailed telephone and fax address, etc., it is generally more credible. For incomplete information, you can ask him for contact information and guess that there is a problem. You can send a fax or call to ask. Calling a customer will make you think that you value him more. Even if you just explain what he received, it will be harmless.

Fifth, analyze the contents of the customer information disk. If there are specific specifications and detailed requirements, such customers are valuable. If it is only a general case to sample price lists, it would make no sense at all, at least in the short term. For the use of YAHOO, HOTMAIL mailboxes, pay more attention.

How to manage e-mail How to write a standard e-mail:

1. Use a unified letter paper, preferably a company's trademark, the main product's picture category, etc., it is very convenient to be able to do a, network [/ url] stationery Not suitable for business use.

2. The format is correct, uniform, the subject of e-mail is reasonable, and the spelling is correct. All mail sent to customers should be in a uniform format:

(1) The e-mail subject should preferably have a company name, etc. For example, if the company name is EXPORT and the industry is PLASTIC, the content of this e-mail is for a product, then the subject can be written as Export Plastic/quotation of item A. , It is convenient for customers and yourself to find information for customers. For customers who have lots of e-mails, I usually spend a lot of time to find out the previous quotation and other information. But now it is very convenient to know the e-mail content through the theme. What is it and save a lot of time.

(2) The alignment of the body of the email: For many emails with paragraphs, the text is justified at both ends.

(3) The first e-mail should preferably be Mr. or Ms., and the position should be SALES MANAGER. Whether or not you are a manager, it does not matter if you write it. Your high-ranking client will feel that taking him seriously is beneficial.

(4) Company ID and contact details

3. The layout is clean and tidy. The fonts of the e-mails will be written in the OE. The font size (10-12 is better) is set. Do not use a small character for a while; do not use garland, especially if you do not use full-letter letters. It will increase the difficulty of reading and make people feel offensive. Unless it is for some places that need special attention to the customer's attention, it can be highlighted in bold, special colors, etc.

4. Spelling is correct, every spelling check tool should be used to check whether all spelling is correct

5. Accurate representation, able to accurately express our point of view, do not make the customer have any ambiguity, try to avoid ambiguous words or phrases, try to avoid the use of proverbs and so on.

6. Detailed, able to provide the customer with very detailed information, answer his questions, and raise questions that he did not ask. Sometimes the questions you ask will make you think you are very careful, reliable and professional. Of course, the details are not to say that everything is out of the tray. Learn to talk about the right thing at the right time.

7. Organized, to allow customers to clearly understand the contents of the e-mail, talk about one thing and then talk about another one, mixed together will make people dizzy. Many times, it's very useful to mark things you want to say with 1, 2, 3, 4, etc. The customer knows very well what you want to say or ask.

8. There are various ways. For example, cooperation maps, photo explanations, etc., it is often difficult to make clear many things in a language, but if you give a drawing, or a picture, you can see at a glance. For example, if you say that you are talking about jade trees, how can you use them? Will you not understand Zhang PP?

9. In a timely manner, do the same day mail reply on the day, after receiving the mail should immediately sort out their own technical problems can not be resolved, promptly provided to the technical department or supplier, asking them to give a detailed reply. Develop a good habit. After receiving emails in the morning, sort out what you need to ask the technicians or suppliers, give questions to them, and then reply to the emails that can reply. If you can't reply on the day, give the customer a note, why they can't reply, and promise a definite time.

10. Timely tracking, general customers are asking for a lot of suppliers at the same time, so remind him to put him in your heart and let him know that you are waiting. For example, the company has any technological improvements or new product development that can be sent to many customers. Perhaps the opportunity is there.

11. Learn to maintain the relationship with your customers. This is the hardest thing, but also the most important one, and you need to know for yourself. Be honest with people, don't cheat, the basic point. Appropriate compliments are also useful.

How to manage e-mails How to save e-mails: Basically, we use more OEs, more e-mails, and often find something to find for a long time. In addition, we may reinstall a computer at a time and we have nothing. So learn to manage emails.

1. In OE, the default mail folder address on the system disk, it is easy to lose when reloading the computer, so you can change to non-system disk, click Tools - Options - Maintenance - Storage Folder, change the folder To non-system disk.

2. Inside the OE, create a new folder according to the customer's name or region, and store the relevant mail in the relevant folder. For example, a folder named after the customer's name is created, and all the mails sent by him are stored in his folder.

The important emails of important clients should be saved in a safe place in time. A single email can be saved as a free copy. If there are multiple emails, you can select all of them and forward them according to the attachments. The new emails can be stored. The information you want to save is in Attachment inside.

For some formatting or information that can be applied to different customers, it can be saved separately. For example, the company's introduction. For example, if you give a customer a SOLUTION, maybe there are other customers asking about the same or related things. If you save it, you can immediately COPY over and don't try to think about what customer I was sending to. Take a lot of time to find or re-do.

Regularly collate the contents of the customer's e-mails, use an EXCEL form to count the information sent to a customer, and send out information on what day and at what price, at a glance. Important customer information can be printed and saved, the safest.