Sales workflows
Write order confirmations the buyer can check line by line
Write order confirmations with model, quantity, unit price, total, currency, lead time, payment terms, packing, and destination. Then ask the buyer to confirm each line.
An order confirmation is not a courtesy message. It is the record both sides will point to when a shipment arrives with the wrong model or a short quantity.
The safest pattern is boring: repeat every commercial term in one message, ask the buyer to confirm each one, and keep the wording identical across languages.
Put every commercial term in one message
List the model or SKU exactly as it appears in the quotation, including any revision suffix. Add the quantity, unit price, total price, and currency code. Write the currency as a code such as USD or EUR, not a symbol that can be confused.
Continue with the lead time, payment method, packing details, and destination port or address. If the buyer asked for a specific label, carton mark, or pallet configuration, repeat it here.
- Model or SKU, including any revision suffix.
- Quantity and unit of measure.
- Unit price, total price, and currency code.
- Lead time counted from deposit or from artwork approval.
- Payment method and account name.
- Packing, carton marks, and destination.
Make the confirmation a checklist, not a statement
End the message with a short numbered list of the points the buyer must confirm. Do not ask "is this correct?" once at the bottom. Ask for a reply on the items where mistakes are common: model, quantity, price, and delivery date.
A buyer who replies "ok" to a long paragraph has not checked anything. A buyer who replies "quantity 500, not 5,000" has.
- Send the confirmation within one working day of the order.
- Ask the buyer to reply "confirmed" or to correct specific lines.
- Keep the buyer's reply attached to the order record.
- Do not start production or purchase material on an unconfirmed term.
Cross-language confirmations: restate, then translate
If you write in a language the buyer does not use daily, send the confirmation in their language and keep the original terms in a second block. Numbers, model codes, and currency codes stay unchanged in both blocks.
Do not let a translation tool paraphrase a specification. "Stainless steel 304" must remain "stainless steel 304". If a term has no safe equivalent, keep the source term and add a short explanation.
- Keep model codes, sizes, and currency codes untranslated.
- Repeat the same numbers in both language blocks.
- Ask the buyer to confirm the block in their own language.
- Review the translated text yourself before sending.
Templates help, but they hide stale details
A saved template saves time and creates a specific risk: last month's quantity, price, or port stays in the message. Read every field before sending, especially when the order resembles an earlier one.
Templates also drift. When your price list or payment terms change, update the template the same day. A template that is wrong is worse than no template, because it looks authoritative.
inWind WA Helper can translate the confirmation you paste into the side panel, but it does not fill in the commercial terms and it does not send the message. You still check and send.
What this guide does not cover
Order confirmation wording depends on your contract, Incoterms, and the law in both countries. This guide describes a communication pattern, not a legal template.
Ask your own finance and legal contacts to approve the payment and liability clauses. Keep the signed contract as the authoritative document; the WhatsApp message is a checkpoint, not a replacement.
Do it on your device
Web
- Open WhatsApp Web in desktop Chrome 120+ and select the order confirmation text you received.
- Use the message drop-down arrow or right-click, open the inWind WA Helper side panel, and choose translate.
- Paste your draft confirmation into the side panel and translate it into the buyer language.
- Copy the result, check every model, quantity, price, and date yourself, and send it from WhatsApp.
The helper does not fill in commercial terms and never sends the message.
iPhone
- Install the inWind WA Helper Shortcut, then share the single confirmation text from WhatsApp to it.
- On first run, choose the interface language and the target language.
- Sign in to the official service account and complete the one-time binding.
- Check every term, then copy the result from the result page back to WhatsApp.
Share one message at a time. The Shortcut does not scan the chat.
Android
- Install inWind WA Helper for Android and open the order confirmation in WhatsApp.
- Send the single confirmation message to the app through the Android system share sheet.
- Set the interface language and the target language separately.
- Copy the result from the result page back to WhatsApp, check it, and send it yourself.
Only the shared message is processed.
Frequently asked questions
Should I confirm the order in one long message or several short ones?
One message is easier to check and easier to forward to a colleague. Use numbered lines so the buyer can reply to a specific item.
What if the buyer confirms only part of the order?
Treat the unconfirmed lines as open. Restate them in the next message and do not start work on those items.
Can the translation tool send the confirmation for me?
No. inWind WA Helper translates text you paste or select. It never sends WhatsApp messages.
Is a WhatsApp confirmation legally binding?
That depends on your contract and local law. Keep the signed contract as the authoritative record and ask a qualified adviser.
Give your next WhatsApp message to inWind
Understand foreign-language messages from your customers and prepare a reply in the language you know best. Text, images, and voice notes included.