Does my HS code have to match the buyer's?

They frequently differ, and it is the buyer's import classification that sets the duty. The first six digits are harmonised internationally, but each country adds its own further digits, and the same goods can legitimately sit under different national subheadings. Confirm the code the buyer intends to use before shipment, because a mismatch between your export declaration and their import entry causes delays and can trigger a query on value. Where the classification is open to argument, the buyer can apply for a binding or advance ruling in their own country.

Should I send free samples?

Send a sample when there is a specific requirement behind it and the buyer has given you enough commercial detail to price against. Charging for the sample and the courier, and offering to credit that cost against a first order, filters out sample collectors without insulting a serious buyer. Distinguish a stock sample, which shows what you normally make, from a pre-production sample made to the buyer's specification, which is the one worth formally approving. Keep a sealed, dated counter-sample so there is a physical reference if the shipment is later disputed.

A buyer wants exclusivity or a distributorship. How should I handle it?

Treat exclusivity as something bought with volume, not granted with hope. If you agree to it, tie it to a minimum annual purchase, a defined territory, a fixed term, and an automatic reversion to non-exclusive if the volume is missed, and put it in writing before the first order rather than after. Be careful with requests for exclusivity before any trading history, and be careful about registering trademarks or product approvals in the distributor's name rather than your own, because that is difficult and expensive to unwind if the relationship ends.

What should a first reply to a buying requirement contain?

Answer the buyer's stated quantity, specification and delivery point directly, then give price and currency, the Incoterm with the named port or place, minimum order quantity, packing and units per carton, lead time measured from a stated event, payment terms and how long the offer is valid. Add a short numbered list of anything the requirement left blank that you need in order to firm the price. Do not lead with a company introduction and a catalogue; buyers comparing several suppliers read the numbers first.

The buyer has not stated an Incoterm. What should I quote?

Quote FOB at the port you normally ship from, and offer CFR or CIF to their nearest main port as an alternative in the same message. FOB is the cleanest basis for a buyer comparing suppliers, and offering the freight-inclusive alternative shows you can handle the shipment if they would rather you did. Always name the port or place after the term. Be cautious about volunteering DAP or DDP to a new buyer, since those put freight risk, and with DDP import duty and clearance, on you in a country whose rules you may not know.

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List of Dairy & Milk Products Buyers in Malaysia - Buy Leads Directory

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