The first conversation with an overseas buyer or distributor is rarely about closing a deal. It is about both sides deciding whether the next conversation is worth having. Being prepared shows you are serious, and helps you spot early whether the fit is real.

For the specific obligations that apply to your product and market, the official sources are listed at the end.

Know your product, on one page

Have a short, plain description ready for each product you want to discuss:

  • what it is, its ingredients or materials, and how it is packed;
  • shelf life, storage and handling needs;
  • the certifications you hold today (for example food safety, halal, organic, or industry standards) and when they expire;
  • what you can change for a new market (labelling, pack size, language) and what you cannot.

Know your capacity honestly

Buyers want to know what you can supply reliably, not what you could supply in a perfect month. Be ready to say:

  • how much you could commit to for a first order;
  • your lead time from order to dispatch;
  • whether you can sustain repeat orders, and at what volume.

Overpromising on capacity is one of the quickest ways to lose an overseas relationship.

Think through price and terms before you are asked

  • Your costs. Know your cost of goods and your minimum acceptable price before the call.
  • Delivery terms. International trade uses standard terms, called Incoterms, to set out who pays for and takes responsibility for each stage of shipping. Know which terms you can offer.
  • Payment terms. Decide what you are comfortable with for a first order, and how you would protect yourself if payment is late.
  • Currency. Be clear which currency you are quoting in.

You do not need final answers in the first conversation, but you should not be surprised by these questions.

Check the rules for your product and market

Some products need export permits or certificates, and many markets have their own import requirements. These rules are specific and change over time, so check them early:

  • Austrade (the Australian Trade and Investment Commission) publishes guidance for new exporters and information about overseas markets.
  • For food, plants, animals and their products, the Department of Agriculture, Fisheries and Forestry sets export requirements and certification.
  • IP Australia has guidance on protecting your brand and designs before you take them overseas.

Prepare for the call itself

  • Learn a little about the buyer: who they sell to, and what they already import.
  • Prepare three questions of your own. A good conversation goes both ways.
  • Have samples, a price list and your product sheet ready to send straight after the call.
  • Agree a clear next step before you hang up, even if it is only "we will send samples by the end of the month".

Cultural courtesy

Business conversations in the Gulf, South Asia and the Pacific often begin with relationship before transaction. Patience, follow-through and keeping your word count for a great deal. A slow start is not necessarily a bad sign.

Where we fit

When we introduce you to an overseas buyer, we brief both sides first so the first call starts in the right place. For customs, tax and contract questions, we will point you to the right professional.