The first 10 seconds of a phone call are crucial—get it right, and you're halfway there!

In foreign trade, while emails are frequently used as a communication tool, it's the phone that truly drives results. Especially the first 10 seconds of a call — they often determine whether the client is willing to keep listening. So, what exactly should you say during these critical 10 seconds to capture the client's attention? In this session, we’ll systematically go through the preparation and techniques for effective phone communication.


 
Pre-Call Preparation: Understand the Client Background
 
Before making a call, you must have a certain level of understanding about the client to communicate in a targeted way. Key information includes:
 
The economic profile of the client’s region
The client company's main products and organizational scale
The contact person’s position and role
The client’s past purchasing records and cooperation preferences
Information about potential competitors’ products and pricing
 
This background information will help you better assess the client’s needs and guide the direction of the conversation.
 
Preparation Before Communication
 
1. Create an FAQ to Demonstrate Professionalism
Anticipate questions the client may ask, especially regarding product specifications, certifications, lead times, and after-sales service. Prepare concise and clear standard answers in advance to demonstrate professionalism and improve communication efficiency.
 
2. Dare to Ask Questions to Avoid Misunderstandings
If something is unclear or you’re unsure about what the client said, don’t hesitate to ask, e.g.:
“Sorry, could you speak a bit slower?”
“Can you repeat that part again?”
 
Also, asking proactive questions helps you better understand the client’s real needs, for example:
“Have you purchased from China before?”
“Why are you considering switching suppliers?”
“If we can meet your target price, would T/T payment terms be acceptable?”
These kinds of questions sound natural and help uncover the client’s purchasing logic.
 
3. Use Images and Videos to Enhance Persuasiveness
Words can sometimes be abstract — especially when clients are skeptical about product quality or factory capabilities. Showing production videos, test reports, and product photos can be far more convincing. Matching content to the client's stage in the buying process helps gradually build trust.
 
4. Pay Attention to Emotions and Follow Up Precisely
Listen carefully to the client’s tone and reactions during the call to identify points of interest or concern. In follow-up marketing, focus on these key points for more targeted communication.
 
5. Summarize and Confirm Key Information After the Call
After the call, promptly summarize the main discussion points and send a confirmation via email or fax. This not only shows your professionalism and attention to detail, but also builds trust and avoids potential misunderstandings.
 
Common Phone Phrases in Business Communication
 
Opening the call:
Hi, this is \[Your Name] from \[Company Name]. May I speak to Mr./Ms. \[Client's Name]?
 
If the person is not available:
I'd like to leave a message. Please let him/her know that…
When is a good time to call again?
 
Getting to the point:
I'm calling to ask about/discuss/clarify…
 
When there’s a misunderstanding or objection:
I'm sorry, but I think there may be a misunderstanding…
 
If you didn’t hear clearly:
I'm sorry, I didn't catch that. Could you please repeat that?
 
Ending the call:
Thank you for your time. I’ll follow up with the requested information via email.
 
A successful phone call isn’t just about “chatting” — it’s built on solid preparation, precise questioning, emotional awareness, and effective follow-up. Foreign trade calls don’t rely on smooth talk, but on strategy and sincerity. Master these details, and your calls will truly lead to customers — and orders.