How to Contact Chinese Manufacturers? A Comprehensive Guide

Estimated reading time: 8 minutes

How to Contact Chinese Manufacturers? If you have found Chinese manufacturers on Alibaba or other online platforms, you can communicate directly with them on these platforms.

However, if you are not using these platforms, you might consider using the recommended methods discussed here.

How to Contact Chinese Manufacturers Effectively?

Email: The Traditional Way

One of the most common ways to contact Chinese manufacturers is to use email. This traditional method provides a formal platform for communication and allows you to present your business requirements clearly.

When composing an email to a potential supplier, keep the following tips in mind:

• Clear and Concise Language: Use simple, clear language. Avoid complex sentences and jargon that may not be easily understood by non-native English speakers.
• Detailed Information: Provide detailed information about your requirements, including specifications, quantities, and deadlines. This helps manufacturers understand your needs better.
• Cultural Sensitivity: Be mindful of cultural differences. For instance, it’s common in Chinese business culture to start emails with polite greetings and a bit of small talk before diving into business matters.
• Follow-Up: If you don’t receive a response within a reasonable timeframe, send a polite follow-up email. Sometimes emails can get overlooked or lost in spam folders.
• Professional Tone: Maintain a professional tone throughout your communication. This helps in building a respectful and formal business relationship.
• Contact Information: Include your contact information in your email signature. This should include your full name, position, company name, phone number, and any other relevant contact details.
• Spam and Email Filters: Be aware that your email might end up in the manufacturer’s spam folder. To minimize this risk, avoid using too many hyperlinks or spammy-sounding subject lines.

WeChat: Explore a new way

What Is WeChat?

WeChat, known in China as Weixin, is a multifunctional social media and messaging app developed by the Chinese company Tencent. With over a billion monthly active users, it has become an integral part of daily life in China.

Here’s an overview of its key features and functions:

• Messaging: At its core, WeChat is a messaging app that allows users to send text messages, voice messages, videos, and images. It supports one-on-one messaging as well as group chats.
• Mobile Payment: One of WeChat’s most powerful features is WeChat Pay, a digital wallet service. It allows users to perform mobile payments and send money to friends, and it’s widely used for transactions in China, from small vendors to large businesses.
• Video Calls and Conferencing: WeChat supports voice and video calls, including group video calls, which are useful for both personal and professional communication.
• Privacy and Security: WeChat employs end-to-end encryption for its messages, but it’s important to note that like all Chinese internet services, it’s subject to local laws and censorship regulations.

Why You Should Consider Using WeChat for Contacting Chinese Suppliers

1. Convenience: WeChat enables real-time communication, allowing you to connect with suppliers instantly and get quick responses to your inquiries.
2. Ease of Use: The user-friendly interface makes it easy for anyone, regardless of technical expertise, to navigate the app and communicate effectively.
3. Multimedia Communication: WeChat supports voice messages, images, videos, and document sharing, making it easier to discuss product details or share samples.

4. Building Relationships: WeChat’s social features allow you to build personal connections with suppliers beyond formal business interactions.
5. Payment convenience: If your business is set up for it, WeChat Pay can be used for transactions, making payment processes simpler and more integrated.

WeChat had over 889 million monthly active users by 2016, and as of 2019, WeChat’s monthly active users had risen to an estimate of one billion. As of January 2022, it was reported that WeChat has more than 1.2 billion users. After the launch of WeChat payment in 2013, its users reached 400 million the next year, 90 percent of whom were in China. By comparison, Facebook Messenger and WhatsApp had about one billion monthly active users in 2016 but did not offer most of the other services available on WeChat. For example, in Q2 2017, WeChat’s revenues from social media advertising were about US$0.9 billion (RMB6 billion) compared with Facebook’s total revenues of US$9.3 billion, 98% of which were from social media advertising. WeChat’s revenues from its value-added services were US$5.5 billion.

From：Wikipedia

You can choose the WeChat download method here: Download WeChat

VooV Meeting: Taking Communication Further

Sometimes face-to-face interaction is necessary to contact Chinese manufacturers. This is where VooV Meeting (Tencent Meetings) comes into play—an enterprise-level video conferencing platform developed by Tencent. Here are reasons it can facilitate effective communication:

• Widespread Use in China: Tencent Meetings is widely used in China, making it a familiar and accessible tool for most Chinese manufacturers.
• Cost-Effective: It offers a cost-effective way to have face-to-face meetings without the need for international travel.
• Real-Time Communication: It allows for real-time audio and video communication, which can be more effective than email or text messaging for discussing complex issues, negotiating terms, or understanding product details.
• Visual Demonstrations: The ability to share screens and use video calls allows for visual demonstrations of products, designs, or manufacturing processes, which can be crucial for quality checks and approvals.
• Document Sharing: Tencent Meetings enables the sharing of documents during the meeting, allowing for immediate review and discussion, which is much faster than exchanging emails.
• Meeting Recording: Sessions can be recorded for future reference, ensuring that details are not lost and can be reviewed by other team members who could not attend the meeting.
• Security and Privacy: Tencent Meetings provides a secure platform for communication, which is important when discussing sensitive business information.

Tip:

Another way: China sourcing agent

Owlsourcing has a deep understanding of the Chinese market and maintains long-term contacts with manufacturers there.

Owlsourcing focuses on product quality inspection, negotiation strategies, and identifying potential risks in the procurement process.

From finding a manufacturer in China to connecting with them, from quality checks to shipping your product directly from China, Owlsourcing also offers after-sales support, providing comprehensive services for your international sourcing business.

How Do You Utilize WeChat to Establish Communication with Chinese Suppliers?

WeChat provides many functions that can enhance your communication with Chinese suppliers. Here’s how you can leverage this platform effectively:

1. Create a WeChat Account: The first step is to download the WeChat app and create an account. Ensure your profile is professional, with your real name and a clear profile picture.
2. Connect with Suppliers: You can add suppliers on WeChat by scanning their QR codes, searching their WeChat ID, or getting their contact through mutual connections. Exhibitions and business cards often have QR codes for WeChat.
3. Initial Contact: Introduce yourself and your company clearly and professionally when you first message a supplier. It’s important to be polite and concise.
4. Share and Receive Information: Utilize WeChat’s features to send pictures, videos, or voice messages to clarify your requirements or to better understand the supplier’s products. This can be more efficient than lengthy emails.
5. Building Relationships: Chinese business culture values personal relationships. Engage in small talk and show interest in their culture to build rapport.
6. WeChat Groups: You can create or join WeChat groups related to your industry for networking, information sharing, and finding new suppliers.
7. Document Sharing: For formal documents, contracts, or detailed product specifications, use WeChat’s file-sharing feature, but also follow up with emails for official records.
8. Maintain Professionalism: Although WeChat is more informal than email, maintain a professional demeanor in your communications.

What Communication Challenges Are Common When Contact with Chinese Manufacturers?

While effective communication is crucial for successful business relationships, there are some common challenges you may encounter when dealing with Chinese manufacturers:

Language Barriers

Language differences can pose significant hurdles during communication. Many Chinese suppliers have varying levels of proficiency in English, so it’s essential to keep language barriers in mind and efforts to be clear are required.

Cultural Differences

Cultural nuances play a role in business interactions as well. Understanding and respecting cultural differences can help avoid misunderstandings and foster stronger relationships.

Negotiation Styles

Different suppliers have different characters.

In our sourcing work, we have encountered some Chinese manufacturers who are unwilling to accept others’ opinions about their products. They always think they are right, but in fact, their ideas are not what we want. Yet, they still refuse to communicate.

Indirect Communication

In China, a large proportion of Chinese manufacturers are more accustomed to using ambiguous statements in communication, making it difficult for you to guess their thoughts during interactions, and they do not express their opinions and views directly.

Read More:

• What is a Sourcing Agent and What Does a Sourcing Agent Do?
• Sourcing in China | The Guide to Source Products From China
• Benefits of Working with China Sourcing Agents

Final Thoughts about Contacting Chinese Manufacturers

Contacting Chinese manufacturers may not be an easy task. I hope you can get some help after reading this article. Please remember, it’s important to be well-prepared before contacting Chinese suppliers and to choose the most appropriate method of communication.

If you have any further questions, please feel free to contact us.