分享30个外贸全流程邮件模板！外贸人须知

Dear John Smith,

This is Lily Lee from [ABC Company]. We’re a company that specializes in [choose either your primary vertical or a vertical you have experience in] to [insert a typical challenge you help clients face].

I’m wondering if you might be open to an initial conversation to gauge a fit?

We’ve worked with companies like [insert 2-3 clients here relative to the vertical] to [insert a typical client goal].

If you have a minute or two to learn more about us, you can visit our website here at [site-link]. If I don’t hear from you, I will reach out to you via phone later in the week.

Thank you.

Best regards,

Lily Lee

Dear John Smith,

I hope this email finds you well! 

I wanted to reach out because [explain how you got their contact information and how you relate to them: talked to a colleague on linkedin, saw your company online, etc.].

Our company has a new [Product or Service] that will help your company [One sentence pitch of benefits]. We do this by:

Benefit/feature 1

Benefit/feature 2

Benefit/feature 3 

Let’s explore how our [name of your product] can specifically help your business. Are you available for a quick call [time and date]?

Best regards,

Lily Lee

Dear John Smith,

We are the main manufacturer of A product, B product and some other related product here in China, our product have been exported to [Country name] market for many years. For more details about our company and our products, please kindly take a visit to our website at: [www.abc.com].

For your reference, I have attached our product catalogue here in this mail, please kindly take a view of it.

In case you have any interest or inquiry, please feel free to let us know.

Sincerely,

Lily Lee

Dear John Smith,

My name is [your name] and I head up business development efforts with [your company name]. 

I am taking an educated stab in the dark here, however based on your online profile, you appear to be an appropriate person to connect with … or might at least point me in the right direction.

I’d like to speak with someone in your company who is responsible for handling something that’s relevant to my product.

If that’s you, are you open to a 15 minute call on [time and date] to discuss ways that our product can specifically help your business? If not you, can you please put me in touch with the right person?

I appreciate the help!

Best regards,

Lily Lee

Dear John Smith,

Quickly following up on my email from yesterday. I tried to call you, but was unable to connect. Hoping to set up a call to introduce my company, [ABC Company]. Do you have 10 minutes anytime early next week that would work?

While I have you, I thought you might find some interest in our cooperation with [client name]. We helped them [achieve goal] resulting in [ideally you have a % to use here, but any meaningful result will suffice]. You can read the whole story here: [Provide case study link.]

As a reminder, we’re a [Outline the main business] company, expert (or specializing) in the [Describe more spcifically] category. We’ve worked with [name 2-3 clients] in your country, and help many others to [achieve goal].

I look forward to hearing from you soon.

Best regards,

Lily Lee

Dear John Smith,

As I’ve gotten to know your company better, I’ve come to believe that our company aligns well with both your company’s immediate needs and ultimate goals.

We can offer [product or service] that will allow you to [solve specific problems they’re facing]. We use different tactics than our competitors, including [differentiators from other companies in your space].

We’ve consistently been recognized for our exceptional product quality and service, like [specific accomplishments you can reference]. We were able to help one of our customers [reference a specific, relevant customer story].

Given how well our [product or service] suits your needs, I think we could do some great work together.

[Engaging question to wrap things up]?

Best regards,

Lily Lee

Dear John Smith,

Hope you had a good weekend (been well, etc.).

Not sure if you’ve been really slammed or you’ve decided to hold off for now, but I wanted to see if you might have any feedback on our proposal?

Certainly, no rush on our end — I don’t want to become a pest if you’d prefer I hold off on contact.

I also thought you might have some interest in a recent post on [a post specific to the prospect’s category, or if you don’t have one, a category-specific, third-party article]. You can read it here: [link].

Look forward to hearing from you.

Best regards,

Lily Lee

Dear John Smith,

I’ve tried to reach out a few times now without a reply. Usually when this happens, it means my offer is not a priority right now. Is it safe for me to assume that’s the case here?

If it is, I won’t bother you anymore. If you’d rather I follow up in a month or two when you have more bandwidth, I’m happy to do that as well.

Thanks for your time.

Best regards,

Lily Lee

Dear John Smith,

Thanks for your below inquiry.

This is Lily Lee, the sales manager of ABC Company. [Product name] is our main product, and our product have been exported to [Country name] market for many years with huge quantity.

As per your request, we’d like to give you our quotation for the [Product name] as below. I am also attaching the formal Quotation List with more details in this mail, please kindly take a view of the attached file.

[Quotation]

Looking forward to hearing from you soon.

Sincerely,

Lily Lee

Dear John Smith,

Thanks for your below inquiry.

We are a professional manufacturer of [Product name] here in China, our product have been exported to [Country name] market for many years. For more details, please take a visit to our website: [www.abc.com].

In order to give you our offer precisely, could you please let us know the below information:

1. Which product do you need?

2. What is your quantity demand?

3. Do you have any specific requirement about the product?

4. Do you need us to give you the quotation with freight charge? If yes,please let us know the name of your destination port.

Looking forward to hearing from you soon.

Sincerely,

Lily Lee

Dear John Smith,

Thank you for your interest in our [Product name]. 

We are excited to hear from you. In response to your enquiry, please find attached to this email our product catalogue. 

We hope the information provided in it answers your query. However, please do not hesitate to contact us for further clarification if need be.

We look forward to your patronage.

Best regards,

Lily Lee

Dear John,

In order to enable you have a better understanding about our product, I have attached some pictures of our product here in this mail, please kindly take a view of it.

Please note that the pictures attached here are for your reference only, we will make the production strictly according to your specific requirement.

Looking forward to hearing from you.

Sincerely,

Lily 

Dear John,

For your further reference, I am attaching the Specification Date Sheet of our [Product name] here in this mail, please take a view of the attached file.

Hope these information will be helpful for you.

Sincerely,

Lily

Dear John,

Thanks for your email.

You know, except for giving you our lowest possible price, we need to use the best material to guarantee the quality of the product, we are a company focusing on long term cooperation instead of doing one time business, we need to give you and your client the best quality product with the best material. The price we quoted for you are already our bottom price, we can’t compromise on the the quality of material, and we are unable to reduce the price now.

But, if you can increase the quantity to one 40′HQ, the unit logistic cost will be lower, and we will be able to give you 1% discount. Enclosed please find the PI for both one 20′GP and one 40′HQ. Please compare the difference and let us know your decision.

By the way, because of the Chinese New Year holiday, our factory will stop working from 8th Feb – 5th March. If your deposit could be made within this week, we will do our best to make the delivery before our new year holiday, although it is quite a difficult job. If you are going to place the order later on, most probably the shipment could only be made when we get back to work from the new year holiday, that will be in the middle of March.

Waiting for your information.

Sincerely,

Lily

Dear John,

Thanks for your fast reply.

We do appreciate your efforts on this tender, we hope you can win it and we will spare no efforts to assist you to win this tender.

You know, except for giving you our lowest possible price to win this order, we need to use the best material to guarantee the quality of the product. We are a company focusing on long term cooperation instead of doing one time business, we need to give you and your client the best quality product with the best material. Therefore, we can’t compromise on the material, and it will be very difficult for us to reduce the price.

But considering this is a tender and in order to start our cooperation from now on, we’d like to give you our “cost price” and leave no profit margin in our side to assist you win this tender. Attached please find our rock bottom quotation with “cost price”:

We hope our efforts could help you win this tender, and hope to hear from you soon!

Sincerely,

Lily

Dear John,

Thanks for your order.

As requested, I am attaching the Proforma Invoice here in this mail, please take a view of it.

By the way, do you need us to book the shipment for you? If yes, please kindly let me know the name of your destination port, we will check the freight cost for you.

Looking forward to hearing from you soon!

Sincerely,

Lily

Dear John,

Thanks a lot for your efficient work.

If possible, please kindly send us the bank slip once the deposit is made, so that we will be able to track the payment with our bank.

As for the freight cost from China port to Hamburg, I will check it for you tomorrow morning immediately when we get back to office, because it is evening now here in China.

Have a good day!

Sincerely,

Lily

Dear John,

How are you today?

Please let me know whether you have made the deposit or not, so that we will be able to prepare the raw material in advance and start the production immediately after receiving the deposit.

We have checked the freight cost with our shipping agent this morning, currently the freight cost from China port to Hamburg is USD1,200/20′GP

Looking forward to hearing from you soon.

Sincerely,

Lily

Dear John,

Thanks a lot for sending us the bank slip, we will check with our bank and let you know immediately once we receive it.

Have a nice day!

Sincerely,

Lily

Dear John,

How are you today!

Deposit received, thanks. We are arranging the production now, and will keep you updated about the progress.

By the way, please let us know the below information for arranging the shipment later on.

1.Please let us know the name and contact information of both the Consignee and Notify party, these information will be shown on B/L.

2.We will send Commercial Invoice, Packing List and B/L to you, what other documents do you need us to provide?

3.Please let us know your receipt address for the shipping documents.

Looking forward to hearing from you soon.

Sincerely,

Lily

Dear John,

Your order is expected to be ready for shipment around 20th Oct.

Please kindly check and make the balance payment with the below details:

Total       $39,860.00

Paid        $3,200

Balance   $36,660.00

Looking forward to hearing from you soon.

Sincerely,

Lily

Dear John,

We have booked the shipment today, the goods will be loaded into container in our factory on 21th oct, the shipment date has been scheduled on 25th Oct.

I will send you the loading photos after the loading in factory, and will keep you updated about the shipment.

Sincerely,

Lily

Dear John,

The goods have been loaded into container today in our factory. Attached please find the loading photos.

I will send you the shipping documents in my next mail.

Sincerely,

Lily

Dear John,

Enclosed please find the draft copy of the shipping documents, please check and let me know if they are ok.

Waiting for your information.

Sincerely,

Lily

Dear John,

Due to the bad weather in the seaport, the shipment of [Invoice number] has been postponed to 19th July by the shipping company.

Please kindly note this, and we will keep you updated about the shipment.

Sincerely,

Lily

Dear John,

The shipment has been made on 28th October, and the ETA is 25th November.

We are working on the shipping documents now, and they are expected to be sent to you on 2nd November.

Sincerely,

Lily

Dear John,

The shipping documents has been sent to you by DHL today.

You can track it with the waybill number [12345678] at [Link: http://www.dhl.com]

Have a nice day!

Sincerely,

Lily

Dear John,

Today I have tracked the shipping documents on DHL website and found that they have been signed by “Donald Trump”. Have you receive it?

In case you have any questions, please let me know.

Sincerely,

Lily

Dear John,

How are you?

The shipment are expected to arrive Hamburg port on 28th November(next monday), please kindly pay attention to its arrival and arrange the custom clearance.

In case you have any questions, please feel free to let me know.

Sincerely,

Lily

Dear John,

Have you received the goods?

If you have any questions or problem with this shipment, please feel free to let us know.

Sincerely,

Lily