Preparing a Company Profile for B2B Meetings in Vietnam

Start with the reason someone would meet you

Open with your business activity, the relevant product or service, and the relationship you want to explore. Put that explanation before company milestones or a long list of capabilities. The reader should understand which part of your business is relevant to the proposed meeting.

For example, a packaging equipment supplier could describe the production process its equipment supports, the type of manufacturer it serves and whether it wants to meet equipment buyers or distribution partners. Those are different invitations. A profile that only says the company offers innovative solutions leaves the outreach team to guess.

Aim for a short introduction that can be read without opening an attachment. The suggested one-page format below is a working tool, not an application requirement or an official Vietnamese standard.

A company profile template you can adapt

Copy these fields into a document and complete them in plain English. Use specific answers rather than filling every field with promotional language. If an item is undecided, say so and explain what you need to learn from the meeting.

Be precise about the counterpart you need

Describe the role you want the Vietnamese company to play. An end user assessing equipment, a distributor serving several customers and an agent introducing sales opportunities will need different information. If you are open to more than one route, list them separately and explain which you want to explore first.

The International Trade Administration's Vietnam distribution guide distinguishes agents, which generally act for a commission, from distributors, which buy goods for resale. It also notes that one company may perform both roles. Ask a prospective counterpart how it actually operates rather than relying on its company label.

Add selection criteria that matter to your offer: product category, customers served, application experience or service coverage. Avoid requiring a large company by default if the real need is a smaller specialist with relevant customers. Ask the matching team to record how each proposed introduction fits the brief.

Describe products through applications and requirements

Select the product range relevant to this project. Explain what it is used for, who normally evaluates it and which technical questions should be covered in a first conversation. Where useful, include a labelled image or a link to a concise specification sheet.

Keep claims traceable to material your company can provide. If a specification, certification or installation reference matters, identify the relevant product and supporting document. Leave out claims such as suitable for every industry or guaranteed market success. They do not help another company assess whether a conversation would be useful.

• For equipment: describe the process, material or application and the support that can be discussed.
• For components or materials: identify the intended use and which specifications need review.
• For services: explain the task, expected scope and information needed to assess a project.
• For a broad catalogue: mark the products being introduced during this particular visit.

Turn the profile into a short meeting introduction

The following is a fill-in example, not a description of an actual company or a completed TD VIET NAM project. Replace each bracketed item with information you can support:

[Company name] is a [country]-based [business activity] supplying [product or service] for [application]. We would like to meet [counterpart type] in Vietnam that works with [customer group or sector]. Our [participant role] will be available [dates and location or online format] to discuss [specific topic], [second topic] and a possible next step. A short [product sheet or presentation] is available in [language].

Read the completed introduction from the invitee's perspective. Can they tell why they were approached and which colleague should attend? If not, sharpen the counterpart description or discussion topics before starting outreach.

Agree what the local team may share

Prepare a version approved for invitations. Separate that from internal material such as account plans, negotiation limits or information about existing customers. Tell the coordinator which contact details, documents and images may be passed to prospective participants.

Discuss language before outreach begins. A short Vietnamese introduction can be considered for the intended recipients, while technical material may need its own explanation. Ask your team to review translated product names and specialist terminology. Keep a dated master version so corrections reach everyone using the profile.

Use the profile to confirm fit before scheduling

When a company expresses interest, check what it understood from the introduction. Record its business role, the proposed participant and the topics it wants to cover. Pass that information back to your delegate before treating the match as ready to schedule.

Keep a proposed introduction separate from an accepted meeting. An accepted meeting also does not establish a counterpart's financial standing or suitability for a commercial agreement. The ITA guide recommends due diligence before entering business arrangements; meeting coordination is an earlier stage of that process.

Review the brief before you send it

Ask a colleague unfamiliar with the assignment to read the profile. They should be able to explain the offer, the target counterpart and the purpose of the meeting without asking for your full corporate presentation.

For a delegation with several companies, prepare an individual profile for each delegate as well as a short group introduction. TD VIET NAM can discuss how those profiles translate into company outreach, buyer recruitment and meeting preparation. Share your brief and preferred dates to explore the appropriate scope of support.

• Does the profile identify the product range relevant to this assignment?
• Is the requested counterpart's role clear?
• Are discussion topics specific enough for the invitee to choose a participant?
• Are dates, participant roles and language preferences current?
• Is all material approved for external sharing?
• Is there a named contact who can answer questions and approve changes?

Common questions