Complete Sales Scripts

Cold Email — Direct Value Approach

Subject: Sourcing [Product] — [Specific Value Proposition] for [Company Name]

Dear [Name],

I am [Your Name], founder of [Company Name], a trading company specializing in [product category] supply to [target market] distributors. We have completed [number] successful shipments to [region] over the past [timeframe] with a [X]% buyer retention rate.

I noticed that [Company Name] sources [product] for the [market] market. We currently supply [similar company type] with [specific product] at [specific quality level], delivering [specific result: e.g., 99.2% first-pass inspection rate].

Would you be open to reviewing our latest price list and product specifications? I believe there may be a fit for your sourcing requirements.

I have attached a brief company profile for your reference.

Best regards,

[Your Name]

[Company Name]

[Phone] | [Email] | [Website]

Cold Email — Referral Introduction

Subject: Introduction via [Mutual Contact] — [Product] Supply

Dear [Name],

[Mutual Contact Name] suggested I reach out to you regarding your [product] sourcing needs.

We are [Company Name], a [country]-based trading company specializing in [product category]. We currently supply [reference buyer type] across [region] and have built a reputation for [specific strength: quality consistency, on-time delivery, competitive pricing].

[Mutual Contact] mentioned that you may be evaluating new suppliers for [product]. I would welcome the opportunity to share our capabilities and discuss how we might support your procurement needs.

Would you be available for a brief call next week? Alternatively, I can send our product catalog and current pricing for your review.

Best regards,

[Your Name]

Warm Introduction Request to Existing Buyer

Subject: Quick favor — introduction to [Target Company]?

Dear [Name],

I hope you are well. I wanted to thank you again for the smooth execution on our recent shipment.

I am looking to expand our presence in [region/industry] and noticed that you are connected to [Target Contact] at [Target Company]. They appear to be a strong fit for our supply capabilities.

Would you be comfortable making a brief email introduction? There is absolutely no obligation on their part — I would simply share our product range and see if there is a potential fit.

Your support means a great deal. Please let me know if there is anything I can do to reciprocate.

Best regards,

[Your Name]

Connection Request — Buyer Prospect

Hi [Name], I came across your profile and noticed you handle procurement at [Company]. I specialize in sourcing [product] for distributors in [region]. Would be glad to connect and share insights.

Connection Request — Industry Peer

Hi [Name], I am [Your Name] with [Company], focused on [product] trade between [origin] and [destination]. I see we share an interest in [industry topic]. Would welcome connecting.

Post-Connection Follow-Up

Dear [Name],

Thank you for connecting. I am [Your Name], founder of [Company Name], where we specialize in [product] supply to [market] distributors.

I recently published a market report on [relevant topic] that may be of interest to your procurement team. I would be happy to share it if useful.

No sales pitch — just reaching out to build relationships in the industry.

Best,

[Your Name]

24-Hour Follow-Up (Hot Lead)

Subject: Great meeting at [Trade Show] — next steps for [Company Name]

Dear [Name],

It was a pleasure meeting you at [Trade Show Name] yesterday. I enjoyed our discussion about your [product] sourcing needs for [market].

As promised, I have attached:

Based on our conversation, I believe our [specific product/grade] would be the best fit for your requirements. I would welcome the opportunity to discuss this in more detail.

Would you be available for a 20-minute call this week? I can walk you through our quality assurance process and answer any questions.

Best regards,

[Your Name]

1-Week Follow-Up (Warm Lead)

Subject: Following up — [Product] supply from [Trade Show]

Dear [Name],

I hope you have had a chance to review the materials I sent after [Trade Show Name].

I wanted to share a relevant update: [market insight, price movement, or regulatory change that affects their business].

If you are still evaluating suppliers for [product], I would be happy to provide a customized proposal based on your specific volume and specification requirements.

Shall we schedule a brief call this week?

Best,

[Your Name]

Proposal Delivery Email

Subject: Commercial Proposal — [Product] Supply to [Buyer Company] (Ref: [Number])

Dear [Name],

Please find attached our formal commercial proposal for the supply of [product] to [Buyer Company].

Proposal Summary:

This proposal reflects our discussion on [specific points from conversation]. We have structured the pricing with [volume tiers/seasonal flexibility/payment options] as discussed.

I am available for a call at your convenience to walk through the proposal and address any questions.

Thank you for considering [Company Name] as your supply partner.

Best regards,

[Your Name]

Day 3 — Value Add Follow-Up

Subject: [Product] market update — June 2024

Dear [Name],

I wanted to share a brief market update that may be relevant to your procurement planning.

[Product] prices in [origin] have [firmed/weakened/remained stable] over the past week due to [reason: weather, crop reports, currency movement, policy change]. Current indications suggest [forward outlook].

If you are planning orders for [timeframe], this may be a relevant data point. I would be happy to discuss market conditions and timing in more detail.

Best,

[Your Name]

Day 7 — Direct Check-In

Subject: Quick follow-up — [Product] for [Company]

Dear [Name],

I wanted to confirm that you received our proposal (Ref: [Number]) and see if any questions have come up.

I would welcome a brief call to discuss the proposal, clarify any points, or adjust the terms based on your feedback.

Are you available for 15 minutes this week?

Best,

[Your Name]

Day 14 — Urgency Trigger

Subject: Price validity expires Friday — [Product] proposal

Dear [Name],

I wanted to remind you that the pricing in our proposal (Ref: [Number]) is valid through [date].

Beyond this date, we will need to re-quote based on current market conditions. [Optional: mention specific market factor that may affect pricing.]

If you would like to proceed or discuss adjustments before the validity expires, I am available at your convenience.

Best regards,

[Your Name]

Day 24 — Final Call

Subject: Should I close your file, [Name]?

Dear [Name],

I do not want to be a pest. If our proposal is no longer relevant or if you have decided to go in a different direction, I completely understand.

Should I keep your proposal active for now, or would you prefer I close the file and reconnect in a few months when your procurement cycle resets?

Either way, I appreciate the opportunity to share our capabilities.

Best,

[Your Name]

"Your Price Is Too High"

I understand price is a critical factor in your procurement decision. To help me provide the best value, may I ask what the price comparison includes? Some suppliers quote a base price and add inspection, documentation, and handling as extras. Our price includes [list inclusions], which may explain the difference.

If we adjust the scope — for example, [reduced inspection scope, different Incoterms, larger volume] — we can bridge the gap. Which elements matter most to you?

"We Already Have a Supplier"

That is exactly as it should be — every professional procurement operation has established relationships. I am not suggesting you replace your current supplier. I am suggesting you validate the market by adding a qualified alternative.

Having a second approved supplier provides [supply security, price benchmarking, backup during capacity constraints]. Many of our buyers started with a small trial order and now use us for 20-30% of their volume as a strategic diversification.

Would a trial shipment make sense as a first step?

"We Have Never Heard of Your Company"

That is a fair point, and I appreciate that you take supplier verification seriously. Here is how we address trust for new buyers:

First, we can structure the first order through L/C at sight, which protects both parties through the banking system.

Second, we conduct pre-shipment inspection by [SGS/Bureau Veritas] at our cost. You receive the report before shipment.

Third, I can connect you with [Reference Buyer] at [Company], who has worked with us for [timeframe].

Finally, we can schedule a video call where I will walk you through our facility and quality control process. Would any of these help you feel more comfortable?

"We Need Better Payment Terms"

I understand payment flexibility is important. We offer several structures:

For new buyers, L/C at sight is our standard — it provides the security both sides need for a first transaction.

After two successful orders, we can graduate to D/P at 30 days.

For buyers with six months of payment history, we offer open account at 30 days.

For large annual volume commitments with credit insurance, we can discuss 60-day open account.

Which stage aligns with where we are in our relationship?

"Your Minimum Order Is Too High"

I understand volume flexibility is important, especially for testing new products. For first-time buyers, we can accommodate a [reduced volume/split shipment/sample-then-order] approach.

However, I want to be transparent: smaller orders have a higher per-unit cost due to [inspection, documentation, freight consolidation]. The pricing at trial volume would be $[X]/MT versus $[Y]/MT at standard volume.

Would the trial volume approach work for your evaluation?

Alternative Close

Based on our discussions, would you prefer shipment in [Month A] or [Month B]? This helps me reserve production capacity with our supplier.

Summary Close

Let me confirm what we have discussed: [X] containers of [product], [grade], at $[price]/MT [Incoterms], shipment [month], payment by [terms]. Is that correct? Shall I prepare the formal order confirmation?

Trial Close

Before I prepare the final contract, are there any remaining concerns or questions I should address? I want to make sure this proposal fully meets your needs.

Conditional Close

If I can secure production capacity for the week of [date], are you ready to confirm the order? I want to make sure we can deliver on your timeline before we finalize.

Direct Close

Based on everything we have discussed, I believe this is a strong fit for both of us. The pricing is competitive, the quality specifications meet your requirements, and the delivery timeline works for your planning. Shall we proceed with the order?

Sample Request Qualification

Thank you for your interest in evaluating our product. To ensure we send you the most relevant sample, could you help me understand a few things:

This helps us send the right grade and ensure the sample serves its purpose.

Sample Follow-Up (Positive)

I am glad the sample met your expectations. The quality parameters matched your requirements, and the packaging was acceptable.

Shall we discuss terms for your first order? I have prepared a trial order proposal: [X] containers, [terms], delivery [timeline]. This allows you to test our full delivery process at a manageable volume.

Current production slot availability is [date]. Shall I reserve capacity?

Opening Position

For new buyer relationships, our standard terms are L/C at sight. This protects both parties and ensures smooth document flow. After two successful orders, we can discuss more flexible arrangements.

Graduation Offer

I appreciate that open account terms are your preference. We structure our payment terms to evolve with the relationship:

Let us start with L/C at sight for the first order. After a successful delivery, we can move to the next tier. Does that feel reasonable?

Financing Cost Transparency

We can accommodate 60-day open account. As a transparent note, extended payment terms represent a financing cost to us of approximately 1.5% per month. We can offer 60-day terms with a 1.5% pricing adjustment to cover this cost. This is still likely more competitive than the L/C charges your bank would apply.

Would this structure work for your cash flow planning?

Monthly Market Update

Subject: [Product] Market Update — [Month Year]

Dear [Name],

I hope you are well. Here is your monthly update on [product] market conditions:

Price Trend: [Direction and magnitude]

Key Drivers: [Bullet points: weather, policy, currency, supply/demand]

Forward Outlook: [30-60 day projection]

Recommendation: [Specific suggestion: lock in orders, wait, adjust specifications]

If you have upcoming procurement decisions this quarter, I would welcome a call to discuss timing and strategy.

Best regards,

[Your Name]

Post-Delivery Satisfaction Check

Subject: How was your shipment? — [Order Reference]

Dear [Name],

I wanted to follow up on the delivery of [order reference] that arrived last week.

Has the product quality met your expectations? Were all documents complete and accurate? Was the delivery timeline acceptable?

Your feedback helps us continuously improve. If there are any concerns, I want to address them immediately.

Best,

[Your Name]

Annual Relationship Review Request

Subject: Annual business review — [Company Name] and [Buyer Company]

Dear [Name],

As we approach the end of [year], I wanted to schedule our annual business review. This is an opportunity to:

Would you be available for a 30-minute call in the next two weeks? I will prepare a performance summary in advance.

Thank you for being a valued partner.

Best regards,

[Your Name]

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