After a buyer replies: use AI for qualification, meeting preparation and handover

Use a storage-product enquiry to extract requirements, draft clarifying replies, prepare a meeting brief and confirm next steps. Includes prompts and handover records without treating a meeting as a sale.

When a buyer says “Send me your catalog,” do not send every attachment. First identify what they need, why they need it and what remains unknown. This guide uses a fictional UK homeware retailer asking about roughly 300 drawer organizers and custom packaging. It is a teaching example, not a real buyer or result. You will create a requirements record, an English clarification reply, a 20-minute agenda and a follow-up draft.

01 · Prepare the original enquiry, product facts and available materials

Create a Customer Meetings folder with Original Enquiries, Product Facts and Drafts. Include only necessary authorized information, removing unrelated private details. Open it in Codex and have it list the files read. Follow your business rules for sending customer data to external AI. Record models, dimensions and units, materials, packaging, sampling conditions, owner and verification date. Mark u…

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