外贸常用邮件模板——谈判与订单篇

📁 模板5：形式发票 (PI)

主题：Proforma Invoice No. [编号] for [产品名称]

Dear [客户姓名],

As per our discussion, we have prepared the Proforma Invoice (PI) for your order.

Order Summary:
- Product: [产品描述]
- Quantity: [数量]
- Unit Price: [单价]
- Total Amount: [总金额]
- Payment Terms: [支付条款]
- Delivery: [交货时间]

Please find the attached PI for details. The PI is valid until [有效期].

Next Steps:
1. Please review and confirm the PI
2. Make the deposit payment of [金额]
3. Send us the payment receipt
4. We will start production upon deposit confirmation

If you need any modifications, please let us know within [时间].

Thank you for your business!

Best regards,
[你的姓名]

附件内容：
- 详细的形式发票，包含买卖双方信息、产品明细、条款
- 公司银行账户信息
- 产品规格书（如需要）

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💰 模板6：收到定金确认

主题：Production update for Order[订单号]

Dear [客户姓名],

We have received your deposit payment of [金额] on [日期]. Thank you!

Confirmation Details:
- Order No.: [订单号]
- Payment Received: [金额]
- Balance Payment: [金额]
- Production Start Date: [日期]
- Estimated Completion Date: [日期]

We have now started the production process. We will keep you updated on the progress and send you production photos during key stages.

If you have any questions during production, please feel free to contact us.

Sincerely,
[你的姓名]

重要性：
- 及时确认让客户放心
- 建立专业可靠的形象
- 为后续沟通打下基础

 

⚙️ 模板7：生产进度更新
定期更新，附上照片增加可信度

主题：Production update for Order[订单号]

Dear [客户姓名],

This is to update you on the production status of your order [订单号].

Current Status:
- [日期]: Materials prepared
- [日期]: Production started
- [日期]: [当前完成阶段，如assembly in progress]
- Next: [下一阶段，如quality inspection]

We have attached [几张生产现场照片] for your reference. Everything is going smoothly as planned.

The estimated completion date remains [日期]. We will inform you immediately if there are any changes.

Thank you for your patience and trust.

Best regards,
[你的姓名]

技巧：
- 定期更新（每周或关键节点）
- 附上照片增加可信度
- 提前预警可能的延迟

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📦 模板8：发货前通知/收尾款

主题：Pre-shipment notice & balance payment request for Order [订单号]

Dear [客户姓名],

Good news! Your order [订单号] is ready for shipment.

We have completed:
- Production
- Quality inspection
- Packing

Please find attached:
1. Pre-shipment photos of the goods
2. Packing list
3. Commercial Invoice draft

Next Steps:
1. Please arrange the balance payment of [金额]
2. Send us the payment receipt
3. Confirm shipping details (if not already done)
4. We will ship within [时间] after balance confirmation

If you need any modifications to the documents, please inform us within [时间].

We look forward to completing this shipment.

Sincerely,
[你的姓名]

关键点：
- 发货前必须收到尾款（除非有信用条款）
- 提供清晰的照片和文件
- 让客户有最后确认的机会

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🚢 模板9：发货通知 (Shipment Dispatched)

主题：Shipment dispatched for Order [订单号]

Dear [客户姓名],

We have shipped your order [订单号] today ([日期]).

Shipping Details:
- Courier/Forwarder: [公司名称]
- Tracking Number: [号码]
- Estimated Arrival: [日期]
- Documents sent: [如Invoice, Packing List, Bill of Lading]

You can track the shipment here: [跟踪链接]

We have attached the shipping documents for your reference. The original documents will be sent by [方式].

Please check the goods upon arrival and let us know if there are any issues. We hope to receive your positive feedback and look forward to more cooperation in the future.

Best regards,
[你的姓名]

注意事项：
- 及时发送，最好在发货当天
- 提供所有必要信息
- 为后续跟进铺垫

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💬 模板10：订单完成跟进

主题：Follow-up after shipment of Order [订单号]

Dear [客户姓名],

According to the tracking information, your order [订单号] should have arrived around [日期].

We would like to check:
1. Have you received the goods?
2. Is everything in good condition?
3. Are you satisfied with the product quality?

If there are any problems, please let us know immediately so we can help resolve them.

If everything is fine, we would appreciate your feedback. Also, please don’t forget to clear the remaining balance if any.

Looking forward to your reply and the opportunity to serve you again.

Sincerely,
[你的姓名]

目的：
- 展示负责态度
- 及时发现问题
- 为下次合作铺垫