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Regional Integration and Trade Transformation in Africa

Connections open doors to opportunities, collaborations, insights, and support that can shape your path to success

Reaching out to new business partners doesn’t have to be complicated. Here, we walk you through the practical steps — from making first contact to checking reliability and fit. These simple guidelines will help you connect confidently and make smarter trade decisions Use this short workflow when approaching a Dutch exporter from East Africa (buyer, distributor, aggregator, or local partner):

1. Pre-qualification (do this before outreach)

o Identify exactly what you want (supply volume, technical spec, certification needed, target price, logistic constraints).

o Prepare a 1-page company profile (who you are, VAT/registration, turnover band, references, photos of facilities, storage/cold chain capability, export experience).

o Gather certifications & proof (GMP, GlobalGAP, ISO, phytosanitary status, packhouse photos, bank reference). These reduce friction.

2. Initial outreach channels (use 2 in parallel)

o Official hub / desk: Contact NLBH Kenya or the Dutch Desk / Invest International requesting matchmaking. They can introduce your business and may set up calls/meetings. (Faster trust path.) nlbh.ke

o Direct email to company export/sales contact: Use a short, well-structured email (template below). Include link to your company profile PDF, key KPIs (monthly volumes, certs), and proposed next steps (video call, sample order). Attach one-page profile. Cite recent projects or trade mission connections if applicable. Use subject line: “Business enquiry — [product] supply to EU / Kenya partnership — [YourCompany]”.

o LinkedIn: message the export manager or country manager — keep message ≤150 words and reference NLBH or the trade mission if possible. Link to your company profile.

3. Follow-up & validation (after first contact)

o Ask for product spec sheets, lead times, MOQ, pricing EXW/FOB, payment terms, sample policy.

o Ask for references of African clients (or their local office contact). If the supplier asks, offer a short commercial reference from a known local buyer.

o Where possible, organize a short video tour of your packing/warehouse or ask supplier for their QA documents.

4. Local meeting & contract

o Try to meet in person (trade fairs, local hub introductions, or during Dutch trade missions). If that’s not possible, appoint a local rep/agent.

o Use standardized contracts (Incoterms 2020), clear delivery schedule, dispute resolution clause, quality acceptance protocol & inspection terms (SGS/Intertek pre-shipment inspections if needed.

Join the Conversation

We’d love to hear from you! Have you worked with Dutch exporters or importers before? What worked well — and what didn’t? Share your experiences, tips, or questions in the comments below and help our community learn and grow together.

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