Business in terms of import and export of goods has an essential need for external communication with different people from other countries. Every country, language, and culture, has its own rules and customs that must be observed by the merchants. Since people do not have easy access to foreign merchants, Therefore, most of their conversations, conversations and contracts will be in writing or remotely. Business correspondence including letters, contracts,
There are conversations, discussions, meetings and many other materials that a businessman must do in order to export or import goods. Therefore, from your simple conversations with a foreign businessman on social networks, to emailing him to the conclusion of a legal contract, all are included in business correspondence that they need to follow certain principles and rules. In foreign trade, mutual trust will be the first and last word, and business correspondence is the main way to create trust in the other party or take away his trust. Since the two sides are from different cultures and nations, a simple misunderstanding can also cause them to lose their trust.
Types of international business correspondence
Merchants can correspond with foreign parties according to the issues and problems they face. Therefore, all types of foreign business correspondence can be divided into several important parts. Each of these sections, despite their similarities, should pay attention to the points of difference between them. In the following, we will introduce the types of business correspondence.
Business letters
Business letters can be considered the main and of course the most important part of business correspondence that every businessman needs to write during his working life. The subject of business letters can be very different. But usually several different issues such as introducing the company or product, receiving the product catalog, receiving the representative of the foreign company, receiving or sending the price of the product and such issues are seen more among them. Since a business letter is considered a written document and is used in international relations as evidence and to eliminate any possible ambiguities along with contracts, therefore, utmost care should be taken in writing them.
The most important points in writing international business letters
Writing a letter in a common language (usually English is the most common language).
-Pay attention to the legal burden of the words and phrases you write.
-Writing in a tone that creates a positive impression.
-Set the letter on company letterhead.
-Choose a suitable and attractive title.
-To use foreign trade terms correctly and on time.
-Pay less attention to the issues of culture, language, religion and identity of the person and the country in question and respect these things.
-Avoid using complex, multifaceted and ambiguous words
-The letter is written in an official tone and disrespectful words should be avoided
-Contains contact information, phone number, address, email and other items
-The content of the business letter should be useful, concise and avoid generalities
-The natural or legal person to whom the letter is addressed must be clearly defined
-Be sure to attach the required documents to the letter
-In the product introduction letter, the detailed specifications of the product should be mentioned.
Business email
Email is one of the best and of course, the fastest ways to establish business communication with external parties. In this way, you can easily access all external parties. This device is one of the main means of communication in most countries of the world. At first, it may seem like sending an email is a very simple task. But the fact is that it is usually as complicated as writing a business letter.
The most important points in emails to foreign companies and parties
– If you have a company, be sure to use the company’s official email.
– The text of the email should be concise and useful. Avoid additional explanations that are common in Persian letters.
– In the first email, be sure to introduce yourself and specify your position.
– Avoid sending repetitive, pointless and general emails.
– Try to have a digital signature at the end of your email.
– If your content has more explanations, such as tables, etc., send them in the attached files
– In the Subject section of the email, be sure to choose an attractive and relevant title.
– Be careful in choosing words, terms and business words.
Commercial contracts
A businessman is likely to need to enter into business and commercial contracts with foreign parties and companies many times during his working life. Commercial contracts can be on various topics such as cooperation in product manufacturing, buying and selling goods, etc. Since the commercial contract is considered a legal document, the utmost care must be taken in its drafting and conclusion. The contract is the most important document that the parties can refer to in different judicial authorities in case of any problem. Some institutions, such as the International Chamber of Commerce or joint chambers of commerce between countries, can choose the parties to the contract to be responsible for resolving disputes and commercial disputes.
The most important points in concluding international commercial contracts
– Accurate mention of the names and details of the parties to the contract.
– Exact mention of goods, products or services exchanged with details.
– Clarifying the method of handling disputes.
-Terms of termination of contract for works after that.
– Contract amount, how to pay and detailed financial tips.
– The exact date of the start and end of the contract.
– Specifying the responsibilities or obligations of each party.
– Place and place of execution of the contract.
– Points related to cargo transportation, bill of lading and cargo insurance.
Correspondence in social networks
Social networks have experienced a lot of growth in recent years and have entered the field of international business. Easy access and communication with different people through these networks has made social media a very suitable tool for international marketing of goods, Customer recognition, communication, and more. Facebook, Instagram, WhatsApp, Telegram and LinkedIn are among the networks that can be used well for foreign trade. There are different types of social networks, each of which has its own functions and differences.
Essential tips in using social networks
– Interacting with merchants through social networks that are popular in the destination country.
-Being alert in scams that happen in cyber space.
– Social networks are not a place to enter into contracts or legal agreements.
-Each social network is suitable for a specific activity