Why is email still a powerful tool in import-export?

Despite the growing popularity of instant messaging platforms and social media, email remains the most official and professional method of communication in international trade. A well-crafted email can open doors to global business opportunities, while a poorly written one can get you ignored forever.

Yet many businesses struggle with sending emails and getting no replies. Why? The content isn’t compelling enough, the personalization is weak, and most importantly – they don’t fully understand the mindset of recipients in each country.

1. Know Your Customer Before Writing – A Critical Element

Not all recipients are the same. Depending on the industry (apparel, agriculture, mechanical...), the country (USA, Germany, Japan, UAE…), or the recipient's role (buyer, logistics manager, sales head), the way you write an email should change.

✅ Research checklist before writing an email:

• Partner’s company name and specific industry
• Country and communication culture
• Recipient's job title
• Types of products they are interested in or have imported before
• Preferred language style (formal/informal, American/British English)

2. Effective Email Structure for Import-Export

A good email should follow a clear structure:

• Subject: Short and value-driven (Ex: “New price offer – Premium Vietnamese Pepper”)
• Opening: Address the recipient by name and refer to a specific connection or need
• Main content: Present a clear proposal, attach catalogs/HS code if needed
• Call to Action (CTA): For example, “Are you available for a call this week?” or “Let us know if you'd like a sample.”

3. Personalization – The Key to Higher Response Rates

According to data from EximGPT, emails that are personalized by country/industry have a 43% higher response rate compared to generic ones.

Example:
Instead of:
“Dear Sir/Madam, we are a Vietnamese exporter…”
Try:
“Hi John, I noticed your company imports tropical fruit for the UAE market…”

✅ EximGPT currently supports:

• Auto-inserting recipient’s name, company, and position
• Content suggestions based on country/industry
• Generating multiple A/B email versions for performance testing

4. Common Mistakes That Get Emails Ignored

❌ Sending the same template to every customer

Many businesses use one generic email template for all partners, regardless of industry or country. It’s easy but ineffective. International buyers receive hundreds of emails weekly – if yours isn’t personalized, it will feel irrelevant and likely be skipped.

❌ Writing long, rambling emails with no clear focus

Overly long emails without a focal point exhaust readers, especially on mobile or during busy hours. Instead of long introductions, get straight to the point: what you're offering, why it’s relevant, and what the next step is.

❌ Sending large or uncommon attachments

Some send catalogs or quotes as large files or in obscure formats (.rar, .pages, etc.). These may be blocked by spam filters or simply annoy the reader. Stick with lightweight, clear PDFs that are easy to open on any device.

❌ Not sending a follow-up after 3–5 days

Sending one email and disappearing is a big mistake. Sometimes, potential clients are genuinely interested but busy, or your email got buried. Following up a few days later shows professionalism and increases conversion chances. Be patient – but don’t overdo it.

How EximGPT Helps You Write Effective Emails - Just In A Minute

Sample Email Suggested by EximGPT

Subject: InterContinental Coffee Trading's Potential Partnership

Dear Ms. Colon,

I hope this email finds you well. I apologize for the blind outreach.

My name is Hải Sơn Lê, and I am a Sales representative at Verve Coffee Roasters. We are a leading provider and exporter of Sermon Coffee in Vietnam.

Given InterContinental Coffee Trading's commitment to exceptional customer care and providing efficiently priced coffees, I believe our product, Sermon Coffee, could be an excellent fit for your needs.

Sermon Coffee is a fruity and decadent medium roast coffee, available in whole bean or various ground options. It offers a unique flavor profile that could complement your existing offerings and enhance your customer satisfaction.

I would love to discuss further how Verve Coffee Roasters' product and service can specifically benefit InterContinental Coffee Trading. If you are interested in exploring this further, please do not hesitate to contact me at haison.pr.ptc@gmail.com

Conclusion

Writing effective import-export emails isn’t just a skill – it’s an art of global communication. In a competitive world, sending the right email to the right person at the right time can determine the success of a business deal.

If you want to upgrade your export sales email strategy, let EximGPT assist you. Not only faster and smarter – but also tailored to the unique insights of each international client.