---
title: "20 Key Considerations for Client Visits"
description: "This article is intended for marketing professionals. The key principle is that preparation is essential for success. It outlines 20 critical points to consider when visiting clients, from scheduling appointments and researching client information to preparing materials, handling objections, and following up after the visit."
author: "袁非武"
publisher: "New Distribution"
email: "zhaobo258@gmail.com"
telephone: "+8615854817671"
published: "2015-07-05"
language: "en"
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---

# 20 Key Considerations for Client Visits

> This article is intended for marketing professionals. The key principle is that preparation is essential for success. It outlines 20 critical points to consider when visiting clients, from scheduling appointments and researching client information to preparing materials, handling objections, and following up after the visit.

This article is intended for marketing professionals. Key principle: To do a good job, one must first sharpen one's tools.

1. Schedule the visit with the client in advance.
Before visiting a client, it is essential to schedule a time in advance. Showing up unannounced is disrespectful and rash, creating strong distrust and potentially ending the business relationship. The timing of the visit is also important. Generally, between 9:00-9:30 AM and 2:00-3:00 PM are ideal. During these times, both parties are at work, energetic, and have ample time for in-depth discussion. If the conversation goes well, you can even arrange to continue over lunch or dinner. For other times, consider who you are visiting and how long you expect the meeting to last. For example, if visiting an important client who likes small favors, you might schedule the visit for 10:30-11:00 AM or 3:30-4:30 PM, talk for over an hour, and then invite them to lunch. In principle, avoid visiting right at the start of the workday, as clients are often busy with administrative tasks and not focused on business cooperation.

2. Research the client's information in advance.
The visitor should know the client's name, gender, position, approximate age, decision-making power, level of professional knowledge, address/directions, phone numbers, and interests. If prior communication has been thorough, you may also learn their ethnicity, hometown, education, and background. This information helps facilitate smooth communication and cooperation. A common mistake for newcomers is to visit clients with enthusiasm but no knowledge, believing passion alone will win trust and cooperation. This is a fantasy.

3. Prepare visit materials in advance.
Bring company brochures, business cards, a laptop (for presentations and software demos, with a wireless card), a notebook (company-issued, softcover for a professional look, to record client questions and suggestions), and if necessary, contract templates and price lists, including product types, unit prices, total prices, discounts, payment terms, cooperation details, service agreements, and special requirements. If possible, bring small gifts, but not too valuable, as clients might mistake them for bribes. The intent is to show that "the thought counts." Chinese people value relationships and believe in this.

4. Prepare in advance to counter competitors.
"Know yourself and know your enemy, and you will never be defeated." Before visiting, prepare arguments against competitors, especially major ones. This is crucial. Good visitors do extensive preparation and often know who the main competitors are. Clients typically compare options before deciding. Prepare statements on: What differentiates us from competitors? What are our advantages? What are their strengths and weaknesses? What are our comparative advantages? This helps "conquer" the client's mind during the visit. If you don't know the main competitors, assume the market leaders as competitors and list your advantages and their weaknesses. This ensures you are not at a disadvantage.

5. Determine the number of visitors in advance.
The number of visitors depends on the client, the time, and the needs. For general visits with low technical requirements, one person is enough. For formal, important visits, especially those with high technical content, at least 2-3 people are needed. A scientific 3-person team follows this division: one for public relations and emotional communication (the marketing lead), one for technical or professional discussions to answer complex questions, and one for coordination or as an assistant to handle communication between the client and the company. Many foreign and well-known domestic companies use team visits to show expertise, company strength, and respect for the client. This model is increasingly popular.

6. Arrive at the visit location early.
Always arrive early. Late salespeople are unwelcome and rarely succeed. Calculate the travel time and allow for delays. It's better to arrive early and wait than to make the client feel disrespected. Generally, arrive 10-60 minutes early. If very early, familiarize yourself with the surroundings, calm nerves, and review your presentation. Call the client about 15 minutes before the scheduled time to say you've arrived. Calling 30-40 minutes early is impolite and shows poor manners, making the client uncomfortable.

7. Follow the client company's rules and regulations.
Many companies require visitor registration. Even if you have a good relationship, fill it out carefully. This is basic professional ethics. Treat reception staff with respect, a positive attitude, and a grateful smile. Don't disrupt their work or chat excessively. Once, an employee training at a large restaurant group became overly friendly with the waitresses, flirting during work hours, and was caught by the client's boss, causing a bad impression and costing the company effort to repair. While waiting, if the receptionist is free, briefly introduce your company, present your business card and materials, and learn about the client company.

8. If the client cancels, leave politely.
Clients may cancel due to busy schedules or emergencies. Ask the receptionist or call the client to understand why. If the client is truly unavailable, reschedule and don't wait indefinitely. Waiting too long makes the client feel guilty and uncomfortable, potentially leading to resentment: "This person is clueless; I said I was busy, and they don't back off." This could even lead them to think your product has serious problems. Set a waiting limit (about 20 minutes). If exceeded, leave decisively but politely, without showing impatience, and schedule the next visit.

9. Maintain a good image during the visit.
First impressions are crucial. If you appear steady, reliable, and professional, you've half-succeeded, earning respect and trust. Conversely, bad impressions like crossing legs, flicking ash, scratching, slouching, using foul language, or lying create distrust and disgust, even affecting the client's view of your company. "Business is about being a good person," so maintain a good image.

10. Be confident.
Be confident in your company, your products, and yourself. Marketing is about being a good person. Clients first accept you, then your company and products. Trust is essential. Confidence is key; your passion, drive, and confidence will infect the client, creating resonance and trust. With trust, business negotiations can truly begin. However, don't be blindly confident; that's arrogance. True confidence comes from self-awareness, correct self-evaluation, deep understanding of your company, and strong belief in your products. A visitor without confidence cannot win respect or trust, let alone close a deal.

11. Find topics of interest to the client first.
Don't rush to introduce products, features, prices, or services immediately. Like a meal, start with soup before the main course. Clients dislike visitors who push products immediately. Instead, "warm up" by briefly introducing yourself, chatting, and quickly identifying the client's interests. Then discuss those topics to build rapport. People resonate with those who share similar interests. Common tactics: introduce yourself simply, exchange pleasantries, compliment the client on being young and successful, or looking energetic, then ask about their background, education, hobbies, etc., to find common ground. However, don't spend too long on this; everyone knows business is the priority. Generally, discover interests within 3 minutes and discuss them for no more than 10 minutes before moving to formal cooperation talks.

12. Ask "why" multiple times to understand the client's real needs.
The client's true needs are the prerequisite for successful cooperation. Most clients don't reveal their true thoughts. Listen and ask questions to uncover real needs. This is crucial. Asking "why" repeatedly helps find the real need rather than being misled by surface statements. Many companies use the "5 Whys" method: when a client makes a request, ask "why" five times. This is practical and feasible. Essentially, dig to the root to discover the true need. Often, the real need is simpler and easier to meet than imagined, but we fail by not identifying it and waste effort.

13. Guide the client's needs correctly.
"The buyer is not as smart as the seller." Clients are often ignorant or half-informed. Treat their requests differently; don't blindly comply, or no one could satisfy them. Clients know this too; they make "unreasonable" demands because they fear being cheated by the seller. They find fault to get more accurate, comprehensive, and useful information. Understand this and guide their needs to truly satisfy them while optimizing your interests.

14. Meet with the real decision-maker.
The worst mistake is visiting someone who isn't the decision-maker, or worse, has internal conflicts with them. Always meet the actual decision-maker, i.e., the one with "voice." Often, you can determine this before the visit. But sometimes, clients arrange multiple people, and you don't know who decides. Use experience, intuition, and flexibility to identify the decision-maker and tailor your approach. Generally, there are 1-2 decision-makers. Satisfy their needs, and the deal is mostly done. Don't treat everyone as a decision-maker; that wastes resources and time and makes you look bad.

15. Learn to listen.
Everyone likes to express themselves and seek recognition. When visiting, truly listen. Many new salespeople talk excessively to ease their nerves, mistaking client silence for approval. In reality, the client is annoyed but too polite to interrupt. Also, "more talk, more mistakes." By ignoring the client and not gathering useful information, you reveal your hand and fail. Technical or professional staff also need to improve listening. In formal visits, they might give a 2-3 hour "science lecture," boring the client and ruining the visit. This is common. Emphasize listening to all visitors before the visit. A good ratio is the client speaks twice as much as you.

16. Visit with sincerity and speak honestly.
Visit with sincerity, an open mind, and without short-term greed or selfishness. Otherwise, even if this deal succeeds, future business will suffer, and you'll get a bad reputation. Speak honestly; don't lie. Of course, read the situation, flatter appropriately, and praise genuinely. Everyone wants respect and recognition, but praise must be based on facts. Insincere flattery becomes sarcasm and ruins everything. Clients prefer "honest people," so play that role.

17. Be cautious with pricing.
Marketing revolves around products and prices. Price is critical. Be careful when quoting. The best time to quote requires two conditions: 1) The client fully understands your products and services; 2) You've communicated thoroughly and know their true needs and budget. Never quote before the client understands your offerings. Guide them to understand your products, technology, and services, then discuss price. Meeting these conditions makes your quote reasonable and competitive.

18. Close the deal.
Except for insurance and direct sales, most clients won't sign immediately. They need time to study, decide collectively, and follow internal processes. However, once you sense interest or desire, ask for a clear or relatively clear commitment. This is crucial. Getting such a commitment means the visit was successful and met its goals. Then, continue communication to finalize details. People value face and "credibility." Once a client verbally commits, the deal is nearly done, barring unexpected events. This is the goal of your visit.

19. Pay attention to departure details.
First visits rarely result in cooperation, so multiple visits are needed. When leaving, schedule the next visit. If the client's schedule is uncertain, hint at returning, e.g., "We'll visit again to discuss details." Also, invite the client to visit your company to show confidence and sincerity. Depart with the same respect as during the visit. Even if unsuccessful, say "thank you." Thank them again before closing the door gently. If there's a disposable cup, take it with you. These details can improve the client's impression and foster cooperation.

20. "The real work is outside the meeting."
Most business deals, especially large ones, are not closed in the office or during visits, but "outside." This means outside the companies' premises, such as calling the client after work or inviting them to a bar, café, or teahouse for "private talks." The meaning is clear. Visits are more about etiquette and getting to know each other; signing contracts often cannot happen in an office or meeting room.

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