The letter should introduce the firm sufficiently and establish it as a reliable supplier. The reply should provide a short, but adequate introduction to the firm, including bank references and other sources that confirm reliability. The firm's policy on exports should be stated, including cost, terms, and delivery. Enclose information on the firm's goods or services. Send the reply airmail.
Surface mail can take weeks or even months, whereas airmail usually takes only days.
If a foreign firm's letter shows both a street address and a post office box, write to the post office box. In countries where mail delivery is unreliable, many firms prefer to have mail sent to the post office box. If the company needs to meet a deadline, send the information via fax. Unlike telephone communications, fax may be used effectively despite differences in time zones and languages. Set up a file for foreign letters.