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Buyer Visit


What to Prepare for a Buyer Visit to Your Factory

When an international buyer schedules a factory visit, it’s more than just a tour—it’s a serious opportunity to build trust, secure long-term contracts, and show your company’s commitment to quality and professionalism.

Whether you’re producing coconut charcoal briquettes, food products, or textiles, here’s what you need to prepare to ensure your factory visit leaves a strong and lasting impression.

1. Clean and Organise Your Factory Floor

First impressions matter.
Buyers often judge the reliability of a supplier based on the cleanliness and organisation of the production area. Make sure:

  • Machinery and tools are clean and in working order

  • Workstations are neat and safe

  • Waste materials are properly disposed of

  • Pathways are clear for smooth touring

2. Prepare Product Samples and Packaging

Display what you actually sell.
Set up a sample area with:

  • Finished products (e.g. various sizes of charcoal briquettes)

  • Different types of packaging options

  • Labelling and branding examples

  • Export-ready pallets (if available)

Include product specs, moisture content, ash level, and lab reports if relevant.

3. Have Your Documents Ready

Transparency builds trust.
Buyers will often ask to see:

  • Business registration and export licence

  • Sales contracts (without pricing if confidential)

  • Test reports or Certificates of Analysis (COA)

  • Production capacity and lead time documentation

  • Quality control procedures and internal SOPs

Organise them in a binder or presentation format for easy access.

4. Train Your Staff on Basic Protocol

Professionalism is key.
Inform your team in advance so they know:

  • When the visit will happen

  • What areas will be shown

  • How to communicate politely

  • Safety protocols for visitors

Assign a knowledgeable team member to answer technical questions during the tour.

5. Showcase Quality Control and Safety Measures

 Let them see how you protect their investment.
Demonstrate:

  • Your raw material selection process

  • In-process checks (e.g. carbon testing, moisture control)

  • Final inspection before packing

  • Fire safety procedures (especially for flammable products like charcoal)

Buyers love to see that you take quality seriously from start to finish.

6. Offer Local Hospitality

A small gesture goes a long way.
Arrange for:

  • Welcome drinks/snacks

  • Transportation from hotel (if needed)

  • Interpreter (if language barrier exists)

  • Company brochure or small gift after the visit

This shows appreciation and creates a positive atmosphere.

7. Prepare for Negotiation

 A visit often ends in serious discussion.
Be ready to talk about:

  • Lead times

  • Pricing tiers based on volume

  • Payment terms (LC, TT, deposit)

  • After-sales support

  • Customisation requests

Having decision-makers present is essential to close deals or move negotiations forward.

Conclusion: A Buyer Visit Is a Business Opportunity

A successful factory visit builds confidence. It proves you’re real, capable, and ready for international business. By preparing your facility, documents, team, and hospitality, you can turn a simple visit into a long-term export relationship.


#BuyerVisitTips #CharcoalExport #FactoryAudit #IndonesiaExporter #CharcoalNewsroom #ProfessionalExport #BriquetteFactory #ExportReadiness

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