Trade-show value falls quickly when follow-up is delayed. Suppliers meet many buyers, and buyers meet many suppliers. Without a structured process, both sides forget important details.
The best follow-up is specific, prioritized, and connected to a clear next action.
Within 24 hours: organize the leads
Combine business cards, WeChat contacts, photographs, brochures, and notes. Create one record per company with:
- Chinese and English company name
- Booth number
- Contact person and role
- Product relevance
- Factory or trading-company status claimed
- Indicative price and MOQ
- Documents promised
- Next action
Classify leads by priority
| Priority | Meaning | Action |
|---|---|---|
| A | Strong product and commercial fit | Follow up within 24–48 hours |
| B | Potential fit but missing information | Request documents and clarify within three days |
| C | Low priority or future opportunity | Store for later review |
Send a useful first message
Avoid generic messages such as “Nice to meet you.” Reference the actual conversation.
Hello [Name],
Thank you for meeting us at booth [number]. We discussed [specific product/application]. Please send the following information:
- Quotation for [quantity and specification]
- MOQ and lead time
- Business licence and factory address
- Relevant test reports
- Sample cost and delivery time
Please reply by [date]. We will review the information and confirm the next step.
Within three days: send a standardized RFQ
Use the same RFQ format for shortlisted suppliers. This makes quotation comparison faster and exposes missing information.
Within one week: verify before progressing
- Check the Chinese legal entity
- Confirm factory or trading-company status
- Review bank and contract details
- Assess product evidence and certifications
- Schedule a video call, sample, or factory visit
Manage samples as a project
For each supplier, record:
- Approved specification
- Sample cost
- Dispatch date and tracking
- Evaluation results
- Required revisions
- Decision deadline
Use a 30-day follow-up sequence
- Day 1–2: Personalized follow-up and requested documents
- Day 3–5: Standard RFQ and clarification
- Day 7–10: Verification and sample decision
- Day 14–21: Sample review, revised quotation, or factory visit
- Day 30: Shortlist, hold, or close the lead
Common follow-up mistakes
- Sending the same vague message to every supplier
- Comparing quotations before standardizing specifications
- Failing to record deadlines and responsibilities
- Continuing long conversations with unqualified suppliers
- Paying for samples before checking the legal entity
- Keeping every lead active instead of closing weak ones
Bottom line
The exhibition creates contact. Follow-up creates evidence. A disciplined 30-day process turns booth conversations into verified suppliers, approved samples, and commercial decisions.