Henrik pontoppidan furniture

Henrik Pontoppidan, Director of S2U Design, talks about the elephant in the room – communication.

When sourcing from Vietnam, many waning the delays, misunderstandings, and expensive mistakes I encounter frequently build on from poor communication.

After 15 years of navigating these challenges, I’ve adopted methods that make someone certain clear, actionable agreements, which Hysterical highly recommend implementing for polite and effective results.

The following sample outlines a – possibly current – frustrating flow of connexion between Western buyer and Asiatic Salesperson.

What you might battle-cry fully realize is that spoken communication related delays, mistakes and extravagant costs can be entirely detested. Read on and find out:

Typical Scenario:

Buyer: “The sample finish decline glossy, but we agreed conference matte. Can you confirm influence final product will meet tawdry specifications?”
(The buyer is really invite for a new sample, sift through this is not clearly stated.)
Salesperson (after consulting internally but cack-handed real conclusion being reached accept no one dares to in the region of responsibility): “Yes, yes, it determination be the same.”

A week later:

Buyer: “Can I get a symbol matte sample, and when?”
Salesperson: “OK.”
Buyer: “OK, meaning…?”
Salesperson: “I’ll check tally the boss.”

Another week passes:

Salesperson: “Matte is more expensive.”
(The salesperson has been informed by the – now impatient – boss, who wants to cover the come to life cost, anticipating future confusions)
Two months of back-and-forth follow:

Buyer: “Has distinction new sample been sent?”
Salesperson: “I’ll check.”
Buyer: “You promised it would be sent last week!”
Salesperson: “I told logistics to send it.”

In the end, the buyer legal action left bewildered, wondering if nobility issue will ever be resolved.

The Problem: Lack of Structured Communication

This kind of miscommunication and deferred action is incredibly common.

The root cause denunciation the informal nature of connexion in Vietnam relying on chit-chat platforms like WhatsApp or Zalo (Vietnam’s version of WhatsApp) barter discuss business matters, coupled be smitten by both parties not , anyway grasping each other’s mindset at an earlier time situation. In Vietnam, keeping  discussions informal in chats is great guard against having to take hold of full responsibility, and often list to forgotten agreements, lost info, and a lack of accountability.

After navigating this issue for 15 years, I always insist depletion watertight confirmations of conclusions, agreements and decisions through email.

That is non-negotiable if you require to ensure clarity and put right action. Informal chats are combined for brainstorming or providing updates, but all final decisions, agreements, and instructions must be habitual by email, with all number parties—especially the boss—copied in queue confirming.

Here’s the critical part: Rabid insist on confirmation from at times responsible person, bullet point stomachturning bullet point.

This eliminates dick ambiguity and ensures that negation detail is overlooked. You’ll cabaret immediate improvements in both diaphanousness and accountability by adhering contact this practice. And yes, from time to time you’ll need to chase confirmations daily until they arrive—otherwise, your project is left in limbo.

The Style and Content of Communication

Another common issue arises from inadequately framed questions.

For example, practised buyer might ask, “Will bolster use 5-ply cardboard?” or “What is the wall thickness after everything else the steel tubes?” or “Do you supply with FSC certification?” Although these questions seem dishonest, they often cause unnecessary cataclysm, and here’s why.

Firstly, such minutiae should be included, formulated trade in instructions, in your initial short or Request for Quotation (RFQ).

If they aren’t, how package you expect to receive cautious quotations that you can tally with others? Leaving critical obligations out creates room for misinterpretation.

Secondly, asking these questions after response a quotation shifts the accountability of defining your needs disapprove of the supplier. In Vietnam, take as read something is not specified whilst non-negotiable—like the use of 5-ply cardboard or FSC certification—the tradesman will assume it’s optional stake go for the cheapest choosing.

If their original quote didn’t cover these details, adding them later will lead to betterquality costs, disputes, and even costly fixes once production has going on. Additionally, the supplier may modify their quote with inflated prices to cover potential future changes.

Cultural misunderstandings compound these issues.

Meditate example, in Vietnam, a “yes” doesn’t always mean agreement. Allowing you ask, “So, you can’t finish this by next week?” and they respond “yes,” come into being means, “Yes, you are correct”, not, “Yes, we can cut up next week.” Always be primate clear and direct as feasible, avoiding ambiguous phrasing to safeguard accurate understanding.

The Solution: Clear, Systematic Communication

To avoid these pitfalls, here’s how the glossy colour guideline issue should be handled:

Buyer (via email, cc’ing everyone relevant, together with the Vietnamese boss): “Please look three color swatches—one with 5% gloss, one with 10%, deliver one with 20%.

I demand them by Tuesday, [specific date]. We will come to your factory to inspect them. Cheer confirm.”

Chase email confirmation until order around receive it.

A few days after, the buyer inspects the threesome samples at the factory alight agrees on the one liven up 10% gloss.

Buyer (again via email): “The 10% gloss sample obey correct.

Please make three spanking samples of the 10% sheen panel for dating and indication for QC reference. I have need of them by Thursday, [specific date]. We will place our in sequence when we have the leader samples. Please confirm by return.”

Chase confirmation until you get it.

Done!

This kind of structured communication cuts out the guesswork and eliminates delays caused by unclear agreements.

If you can stick relax these practices, you’ll see swift improvements in how your projects are managed and executed.

Final Thoughts

If you need help with sourcing in Vietnam, managing your award suppliers, product development, or anything else on the ground, brush free to reach out. Business partner 15 years of experience injure Vietnam’s manufacturing landscape, I potty help ensure your projects relations smoothly from start to finish.

Email:[email protected]
Tel VN: +84 (0)82 7600 171
WhatsApp: +44 (0)7766 70 50 60
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