How Should We Arrange for the Visit of Executive Clients? Leave a comment


I work for a foreign trade company in Shanghai. A client who has long-term cooperation with us will visit our company recently and is expected to stay in Shanghai for three days. So my leader asks me to make some preparations for the visit, what should I do? During the time of the client in Shanghai, do I need to arrange activities for him?


For such a regular visit, we generally confirm with the client in advance whether we need to book the hotel and pick up him. We will also ask about his schedule for this visit and what needs our company to prepare.

For work, you should check the order situation of the past year or even a few years and make some comparisons. Then look at the changes in the number of orders for existing products, recent inquiry, and present problems. You can also communicate with clients about new products or projects. To put it simply, look back at the past, look to the future, and look for new business opportunities.

In general, the salesman can accompany the client to dinner on the night of the arrival in Shanghai. But don’t take too long for dinner and let the client rest early. The next morning, after the early rush hour, you take the client to the company. You can arrange a simple lunch after a short conversation. Formal talks are arranged in the afternoon, which talks about your plans, the client’s needs, and the conditions of your products. Compared with other suppliers, what the advantages and disadvantages your products have. And where improvements are needed. If the client brings some new inquiry or project, you can also talk about how to arrange the progress of the quotation, or how to follow up on the project.

For some contents that need to be implemented, you should make minutes of the meeting. Both parties will sign and confirm the minutes as a written document. It should be noted that even if there are some different opinions, you should treat them with courtesy.


In the case of regular visits, work matters generally need only half a day or a day. You should arrange the client to meet with the main relevant leaders of your company. During the visit, one official banquet is enough. Eating each meal in a complex way will make the client very tired.

When choosing gifts, you should get your client the gift he likes but not the expensive one.

If the client needs you to see him off, you should try to get to the airport early so as not to miss the flight.

In other aspects, it is necessary to arrange according to the needs of clients. Some clients need you to arrange shopping, sightseeing, etc. However, some clients who want to visit other suppliers or private friends will schedule themselves. You also have to consider the time difference when some clients come to China. They need enough time to rest, so don’t arrange too much.


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