How to Get Your First Order in Export Business
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- by MI September 16, 2025
Getting your first export order is the biggest milestone for any exporter. This practical, action-oriented guide walks you through every step — from market research to closing the deal — and includes templates, checklists, and pricing tips so you can start winning buyers quickly.
Quick Overview — 10 Steps to Your First Export Order
- Pick the right product & target market
- Prepare product details, samples & pricing
- Handle legal & compliance basics
- Create professional marketing assets
- List on B2B marketplaces & platforms
- Reach out to buyers (emails, LinkedIn, WhatsApp)
- Send samples & follow up
- Provide a professional quote (Proforma Invoice)
- Negotiate terms, secure payment
- Arrange production, packing, shipping & aftercare
Step 1 — Choose Product + Target Market
Action: pick 1–3 SKUs you can reliably supply (consistent quality, lead time, MOQ). Then choose 1–2 target markets (country or region) with demand and manageable regulations.
How to research: search B2B platforms for similar listings, check competitor pricing, read buyer requests, and validate demand with simple Google/LinkedIn searches.
Step 2 — Prepare Product, Pricing & Minimums
- Product readiness: professional photos (white background + lifestyle), spec sheet (dimensions, weight, materials), HS code, certificates (if needed).
- Sample policy: Decide if you will send free samples, charge, or invoice sample cost on first order.
- Price calculation: Calculate all costs to determine a selling price.
Pricing formula (simple):
Unit cost + packing + inland logistics to port + export duties/fees (if any) + margin = FOB price per unit.
Use EXW / FOB / CIF as appropriate — know the difference before quoting.
| Cost item | Notes |
|---|---|
| Manufacturing cost | Per unit at MOQ |
| Packing | Export-grade packaging cost per unit |
| Inland transport | Factory → port/airport |
| Freight & insurance | For CIF/CFR quotes |
| Margin | Desired profit margin |
Step 3 — Legal & Compliance Basics
- Register your business (proprietorship / Pvt Ltd / LLP)
- Obtain export code (for India: IEC) and open an export bank account
- Confirm product certifications needed in target country (CE, FDA, EU regs etc.)
- Know the HS code & tariff for your product — helps buyers calculate landed cost
Step 4 — Create Professional Sales Assets
Buyers decide quickly — good assets convert leads.
- High-quality product photos + short video (30–60s)
- One-page product spec sheet / PDF catalog
- Price list with MOQ, lead time, packaging details
- Proforma invoice template ready
Step 5 — Where to Find Buyers (fast wins)
- B2B Marketplaces: Alibaba, TradeIndia, IndiaMART, Global Sources
- Etsy / Amazon / eBay: for handicrafts / niche products
- LinkedIn: search procurement managers, importers, distributors
- Industry groups & WhatsApp communities: often have buyer leads
- Trade fairs / virtual fairs: attend niche shows or online buyer-seller meets
Tip: Start with 1–2 platforms, list well, and respond quickly to inquiries — speed converts.
Step 6 — Outreach: Templates That Work
Cold email subject ideas:
- Subject: “[Product name] — Ready stock & FOB price for [Country]”
- Subject: “Sample available — [product] for your retail assortment”
Cold email template (short & direct):
Hello [Name],
I’m [Your Name] from [Company]. We supply [product] (HS: [xxxx]) made in [your city/country].
Key details:
• MOQ: [qty]
• FOB [port]: [price]/unit
• Lead time: [days]
• Sample: [cost / free + shipping]
Can I send a sample for your review? Attached is a one-page spec sheet.
Regards,
[Name] | [Phone] | [Website]
Also use a short LinkedIn message (1–2 lines) with the same key info and a link to the spec sheet.
Step 7 — Sample Management & Follow Up
- Send clear packing & sample invoice; include return/credit policy
- Use trackable courier (DHL/FedEx) and share AWB with buyer
- Follow up 5–7 days after delivery; ask for feedback and next steps
Step 8 — Quote Professionally (Proforma Invoice)
Include: seller + buyer details, PI number, date, product description, quantity, unit price, total, incoterm, payment terms, MOQ, lead time, validity.
PROFORMA INVOICE
PI No: PI-2025-001
Date: 2025-09-XX
Seller: Your Company
Buyer: Buyer Company
Product: [name], HS: xxxx
Qty: 1,000 pcs
Unit Price (FOB): $X.XX
Total: $X,XXX
Incoterm: FOB [Port]
Payment: 30% advance, 70% before shipment / or LC at sight
Lead time: 30 days
Validity: 14 days
Step 9 — Secure Payment & Negotiate Terms
Common payment options (risk order):
- Advance TT — safest for exporter (small orders)
- Letter of Credit (LC) — secure for both, but paperwork heavy
- Open Account / Net terms — buyer friendly, used with trusted customers
Negotiate clear incoterm (EXW / FOB / CIF / DDP) and who pays insurance & freight.
Step 10 — Production, QC & Shipping
- Run pre-shipment quality checks or hire a third-party inspector
- Pack to export standard — label, palletize, cushioning
- Book freight forwarder and confirm docs: commercial invoice, packing list, BL/AWB, CO, insurance
Post-Sale: Build Repeat Business
- After shipment, share tracking and expected arrival
- Ask for feedback, photos on arrival, and testimonials
- Offer small incentives for repeat orders (discount, priority production)
Quick Checklist Before Reaching Out
- Product photos + spec sheet ready
- FOB & CIF price calculated, MOQ set
- Sample ready to ship
- Proforma invoice template ready
- List of 50 targeted buyers (platforms/contacts)
Common Pitfalls to Avoid
- Quoting without HS code or clear packaging details
- Ignoring compliance & certification needs of the buyer country
- Sending poor photos — buyers reject on first impression
- Using unsafe payment terms for new buyers (never ship on open account initially)
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