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Lead Trainer, BTMA-SEIP Project
1. Managing a merchandising order file, email writing (facts and demonstration),
2. Tips for becoming successful merchandisers
How to Maintain Merchandising Files?
Some people think a filing is only record of document in their file cabinets. But the filing is a structure of
document record in files for future quotation. This process of filing, which helps in smooth handling of file is
called filing system.
In an export order buyer must be maintained document by official formality and the good merchandisers are
always followed this document with failing systems in their workplace. During an export order execution a
merchandiser should maintain a proper and clean file up
Type of Merchandising File Document:
I. Visual document
II. Physical document
The visual document is most important document for a merchandiser. The main document comes from directly
from buyer which is called Purchase Order (PO).
The visual document is such as
PO, Pro forma Invoice (PI), Letter of Credit (L/C), Back to back (BTB), Fabric booking list, Critical path,
costing, consumption, etc.
This is sending from the buyer as soft copy which are filing up in a merchandiser PC. The merchandisers
should proper file up soft document in their office computers or laptop..
In the merchandising department, some files are recorded in their file cabinets which are known as Physical
This physical document is such as trim card, sward card, lap dip approval, Fabric approval, Inventory
reports, Minutes of negotiations meeting etc.
which are punched with punching machine for filing. Finally physical document file are tagged with style,
buyer name, Season, PO, date etc.
Importance Of Merchandising Filing:
1.For future record.
2.For smooth order execution.
3.For production efficiency.
4.For recognize records consistently.
5.For recover records fast.
6.For connect to the records lists.
email writing (facts and demonstration)
e-mail (electronic mail or email)
Short for electronic mail, e-mail or email is information stored on a computer that is exchanged between two
users over telecommunications. More plainly, e-mail is a message that may contain text, files, images, or
other attachments sent through a network to a specified individual or group of individuals.
The first e-mail was sent by Ray Tomlinson in 1971. Tomlinson sent the e-mail to himself as a test e-mail message,
containing the text "something like QWERTYUIOP."
Common mistakes that a merchandiser does during sending e-mail
1.Wrong subject line: Many of the merchandiser doesn’t think to change the subject line when writing an e-mail.
Sometimes one subject line contains several discussions in the mail body that makes confusion in the mind of
2.Long sentences: Another wrong thing is to put long sentences to represent a serious issue thinking that
recipient is well known in the language. Actually short sentence & simple word is more effective for easy
3.Missing proper attachment: Improper document in the attachment may not be suitable to get response in
favour. A picture can be equivalent of hundreds of boring words.
4.Massive anger expression: When merchandiser gets angry some time express it through message in a rude
manner & later feels sorry.
5.Missing proper references: Reference means – giving date, correct quantity or correct calculation.
6.Assume all the recipients know about the subject: Every one of the recipient may not be sound technically
or does not know history, so a bit explanation in the message helps everyone to understand what is happening.
7.Selection of wrong words: Due to wrong selection of words merchandiser fails to manage customer over a
serious issue. ‘We can’t do it’ seems rude & ‘We are not able to do it’ is softer but refusal.
8.Fail to focus on key information: An email can contain different information but all of it may not be important
in same level for the recipient. So if merchandiser fails to focus the most important & urgent issues in the mail
then the recipient may not be aware enough.
Effective e-mail writing for a merchandiser:
1.Warm greeting: ‘Hi’ is simple curtsy & asking ‘How are you’ is more warming for the recipient.
2.Short paragraphs: This will help the reader to be interested to keep reading an e-mail. Because most of the
time people keep long e-mail to read it later & some time miss it.
3.Need to read message twice before clicking send: This is especially important for emails in which it can be
misinterpreted by the recipient or where a certain action is required. One final reading can help the message to
avoid duel meaning.
4.Mastering subject line: In business communication most of the time reader keeps focus on subject line & then
read it in detail if thinks important. Example for bad Subject line: ‘Final inspection report of order no 130059’. This
subject line definitely missing one important message & that is ‘The result’ Fail or Pass. So if merchandiser put
the result along with order number then the recipient doesn’t miss this e-mail.
5.Prompt response: If someone wants to appear professional and courteous then should have to be available for
online correspondents. Even if reply is, “Sorry, I’m too busy to help you now,” at least the correspondent won’t be
waiting in vain for reply.
6.E-mail with possible solution: Some time merchandiser send e-mail for any solution from buyer & keep
waiting. This may kill valuable lead time for the product because buyer may need to review over the problem then
to give advice. But if merchandiser can propose possible solution one or two then it will be easy for buyer to take
6.Readable e-mail with simple word can be more effective: Simple word & simple sentence is much effective to
make message readable for those who are not native speaker for the language.
7.Avoiding vague message: The word “This”- if merchandiser writes “This needs to be done by 5:00.” Then
message could be vague to reader. So need to specify what he is writing about.
8.Direct & indirect expression: Indirect expression always suitable in business writing. Example
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
10.Formal & informal message: In business writing formal message is mostly used in natural tone. If the e-mail is
going to a new customer or to senior colleague, bad grammar and over friendly tone probably not be acceptable.
Example of formal writing- Informal – Sorry, I can’t make it.
Formal – I am afraid I will not be able to attend
11.Showing Respect and Restraint: Words should be respectful that makes reader cool to read.
Not cool: Please tell us what we can do.
Cool message: Please advise how we can proceed for next step.
12.‘We’ view point: Preposition ‘I’ is less effective than ‘We’, so business e-mail looks good using we view point.
13.Good signature: Signature with details of company information – address, cell number, and web address will
help recipient if require.
the customary code of polite behaviour in society or among members of a particular profession or group.
protocol, polite behaviour, good manners, manners, acceptable behaviour, accepted behaviour, proper
behaviour, code of behaviour, rules of conduct/behaviour
Here is the actual meaning of a
M– Should have good managerial capacity.
E– Should have efficient in both English correspondence and spoken.
R– Regular in office attendance.
C– Confident in taking any decision.
H– Must lead on honest life.
A– Always should show positive attitude to resolve any problem.
N– Nicely behaved and never does any argue with buyer and senior.
D– Should be devoted to service.
I– Should have good IQ.
S– Sincere in Work.
E– Enthusiastic in nature and excellent in dealing.
R– Regular in correspondence and rational in behavior.
Quality Requirement of a Good Merchandiser:
The Skills Requirement of a Good Merchandiser is summarized as Follows-
Find out current trends in the market.
Do forecasting of upcoming fashion trends (to develop the new style as per the season or as per the
Product development (Sampling).
Develop new product line for a new season.
Finalize technical parameters like fabric and trim details.
Prepare line plan for production (line balancing program).
Maintain communication with buying house and suppliers.
Do coordinate with concern people in the industry and with vendors as well.
Prepare purchase orders.
Do maintain time and action calendar (TNA).
Do costing (calculating consumption and cost of a merchandise).
Give policy guidelines to the buyer.
Produce current sales figure.
Produce sales history records.
Maintain merchandising files (checklist, master L/C, tech-pack, purchase order, approved trim card,
inventory reports etc.).
Determine a strategy with the merchandise manager/ production manager.
Raise purchase order (PO) to match range plan from buyers.
Planning and financial control.
Negotiate cost prices with buyers and with vendors as well.
Get approval for all type of samples.
Advice and assist all departments.
Priority to the acceptable quality product.
Take responsibility for inspections.
Maintain six rights of merchandising
•Right Code of Conduct.
26. Work closely with buyers and sellers.
27. Take responsibility for promotion, display arrangement, and stock levels.
28. Provide appropriate services to buyers and to all consumers.
29. Analyzing consumer buying patterns.
30. Maintaining relationships with existing buyers/suppliers and customers as
well while seeking new ones.