导读：掌握外贸邮件沟通技巧，提升成交转化率
在国际贸易中，一封专业、清晰、礼貌的英文邮件往往是促成合作的第一步。从客户初次询盘到最终订单确认，每一个环节的沟通都至关重要。本文精心整理了9个外贸业务全流程中的经典英文邮件模板，涵盖询盘回复、产品报价、样品安排、付款方式、订单确认等关键节点，每封邮件均配有中文翻译、重点解析与使用提示，帮助外贸从业者提升沟通效率，增强客户信任，顺利实现从询盘到成交的转化。
1. 回复客户初次询盘（Initial Inquiry Response）
📤Subject: Thank You for Your Inquiry – [Product Name] Available
Dear [Customer's Name],
Thank you for your inquiry regarding our [product name]. We appreciate your interest in our products.
We are a professional manufacturer/supplier of [product category] with over [X] years of experience. Our products are exported to more than [number] countries and have received positive feedback for quality and reliability.
Please find the product specifications and pricing details attached. If you have any specific requirements, feel free to let us know. We’d be happy to provide samples upon request.
Looking forward to your reply.
Best regards,
[Your Name]
[Your Position]
[Company Name]
✨ 中文翻译：
尊敬的[客户姓名]：
感谢您对我们[产品名称]的询盘。我们非常感谢您对我们产品的关注。
我们是[产品类别]的专业制造商/供应商，拥有超过[X]年的行业经验。我们的产品已出口至[数量]多个国家，以高质量和可靠性获得广泛好评。
随信附上产品规格与报价单。若您有特殊需求，欢迎随时告知。如需样品，我们也可安排寄送。
期待您的回复。
此致
敬礼！
[您的姓名]
[职位]
[公司名称]
点评与重点：
✅ 开头致谢，体现专业与礼貌；
✅ 简要介绍公司背景，增强可信度；
✅ 主动提供附件和样品服务，推动下一步沟通；
✅ 使用“feel free to let us know”等表达，语气友好自然。
2. 发送产品报价单（Quotation Email）
📤Subject: Quotation for [Product Name] – [Your Company Name]
Dear [Customer's Name],
As requested, please find our quotation for [product name] below:
- Product: [Product Name]
- Model: [Model Number]
- Quantity: [e.g., 500 pcs]
- Unit Price: USD [X.XX]
- Total Amount: USD [X,XXX]
- Delivery Time: [e.g., 15-20 days after order confirmation]
- Payment Terms: [e.g., 30% T/T in advance, 70% before shipment]
- Packaging: Standard export packaging
This quotation is valid for 15 days. Should you have any questions or need modifications, please don’t hesitate to contact us.
We look forward to your confirmation.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
根据您的要求，现提供[产品名称]的报价如下：
- 产品名称：[产品名称]
- 型号：[型号]
- 数量：[如500件]
- 单价：[X.XX]美元
- 总金额：[X,XXX]美元
- 交货期：订单确认后[如15-20天]
- 付款方式：[如30%预付，70%发货前付清]
- 包装：标准出口包装
本报价有效期为15天。如您有任何疑问或需要调整，请随时联系我们。
期待您的确认。
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ 报价信息清晰分项列出，便于客户阅读；
✅ 明确标注报价有效期，制造紧迫感；
✅ 使用“don’t hesitate to contact us”鼓励客户反馈；
✅ 保持简洁专业，避免冗长。
3. 安排寄送样品（Sample Arrangement）
📤Subject: Sample Shipment Confirmation for [Product Name]
Dear [Customer's Name],
We are pleased to inform you that your requested sample of [product name] has been prepared.
Shipping Details:
- Tracking Number: [e.g., 1Z999AA1234567890]
- Courier: [e.g., DHL]
- Estimated Delivery: [e.g., 3-5 business days]
The sample is sent on a freight collect basis. Please check with your local courier for payment upon delivery.
We hope the sample meets your expectations. Once you confirm satisfaction, we can proceed with the formal order.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
我们很高兴通知您，您所要求的[产品名称]样品已准备就绪。
寄送信息如下：
- 运单号码：[如1Z999AA1234567890]
- 快递公司：[如DHL]
- 预计送达时间：[如3-5个工作日]
样品采用到付方式寄出，请您在收件时向当地快递公司支付运费。
希望样品能满足您的要求。一旦您确认满意，我们即可安排正式订单。
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ 使用“pleased to inform you”传递积极情绪；
✅ 提供完整物流信息，增强透明度；
✅ 明确说明“freight collect”（到付），避免后续争议；
✅ 结尾引导客户进入下一阶段。
4. 确认客户订单（Order Confirmation）
📤Subject: Order Confirmed – PO #[Number] for [Product]
Dear [Customer's Name],
Thank you for your purchase order. We hereby confirm receipt of your order for [product name], quantity [X], as detailed below:
- Order No.: [PO Number]
- Product: [Product Name]
- Quantity: [e.g., 1,000 pcs]
- Unit Price: USD [X.XX]
- Total Amount: USD [X,XXX]
- Delivery Date: [e.g., by June 30, 2025]
- Payment Terms: [e.g., 30% deposit received, balance before shipment]
Production will begin immediately. We will keep you updated on the progress and provide photos before packing.
Should there be any changes, please notify us as soon as possible.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
感谢您的采购订单。我们已收到您关于[产品名称]的订单，数量为[X]，具体信息如下：
- 订单号：[PO编号]
- 产品名称：[产品名称]
- 数量：[如1,000件]
- 单价：[X.XX]美元
- 总金额：[X,XXX]美元
- 交货日期：[如2025年6月30日前]
- 付款方式：[如30%定金已收到，余款发货前付清]
生产将立即启动。我们将持续向您汇报进度，并在包装前提供产品照片。
如有任何变更，请尽快通知我们。
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ 使用“hereby confirm”增强正式感；
✅ 逐项列出订单细节，避免误解；
✅ 承诺生产进度更新与拍照反馈，提升客户信任；
✅ 提醒客户及时沟通变更，体现专业服务意识。
5. 请求客户支付定金（Request for Deposit Payment）
📤Subject: Reminder: Deposit Payment for Order #[PO Number]
Dear [Customer's Name],
We hope this email finds you well.
We would like to kindly remind you that the deposit payment of USD [X,XXX] for Order #[PO Number] is still pending.
As per our agreement, the deposit should be made within [X] days after order confirmation to ensure smooth production scheduling.
Please arrange the payment at your earliest convenience so we can proceed without delay.
Once payment is received, we will send you the bank receipt and update the production timeline.
Thank you for your cooperation.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
祝您一切顺利！
我们谨此提醒，您尚未支付订单#[PO编号]的定金[金额]美元。
根据双方协议，定金应在订单确认后[X]天内支付，以确保生产顺利安排。
请您尽快安排付款，以便我们及时推进后续流程。
收到款项后，我们将发送银行回执并更新生产进度。
感谢您的配合！
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ 使用“hope this email finds you well”作为友好开场；
✅ “kindly remind”语气礼貌，避免生硬；
✅ 强调付款对生产的影响，增强紧迫感；
✅ 承诺付款后提供凭证，体现专业性。
6. 通知生产完成并准备出货（Production Completion & Shipment Preparation）
📤Subject: Production Completed – Ready for Shipment of Order #[PO Number]
Dear [Customer's Name],
We are pleased to inform you that your order #[PO Number] has been fully completed and inspected.
All items meet our quality standards and are now ready for shipment.
Please confirm the following details:
- Final shipment date: [e.g., July 10, 2025]
- Shipping method: [e.g., sea freight / air freight]
- Destination port: [Port Name]
- Balance payment: USD [X,XXX] (due before shipment)
Kindly confirm the above and arrange the balance payment so we can proceed with booking the container/air space.
We will provide photos and packing list upon request.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
我们很高兴通知您，您的订单#[PO编号]已全部生产完成并通过检验。
所有产品均符合我方质量标准，现已准备出货。
请确认以下信息：
- 最终发货日期：[如2025年7月10日]
- 运输方式：[如海运/空运]
- 目的港：[港口名称]
- 尾款金额：[X,XXX]美元（发货前支付）
请确认以上信息并安排尾款支付，以便我们预订舱位。
如需照片或装箱单，我们可随时提供。
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ “pleased to inform you”传递积极进展；
✅ 明确列出待确认事项，便于客户回复；
✅ 强调尾款支付前提，避免发货风险；
✅ 主动提供附加文件，增强服务体验。
7. 发送装箱单与发票（Packing List & Invoice）
📤Subject: Attached: Packing List and Commercial Invoice for Order #[PO Number]
Dear [Customer's Name],
Please find attached the packing list and commercial invoice for your order #[PO Number].
Key Details:
- Total Cartons: [e.g., 20]
- Gross Weight: [e.g., 800 kg]
- Net Weight: [e.g., 750 kg]
- Total Amount: USD [X,XXX]
- Payment Status: [e.g., balance paid in full]
These documents are required for customs clearance. Please review and let us know if any corrections are needed.
We will send the tracking information once the goods are shipped.
Best regards,
[Your Name]
[Your Position]
[Attachments: Packing_List_PO123.pdf, Invoice_PO123.pdf]
✨ 中文翻译：
尊敬的[客户姓名]：
随信附上您订单#[PO编号]的装箱单和商业发票。
主要信息如下：
- 总箱数：[如20箱]
- 毛重：[如800公斤]
- 净重：[如750公斤]
- 总金额：[X,XXX]美元
- 付款状态：[如尾款已付清]
以上文件为清关所需，请您查阅。如有任何需要修改之处，请及时告知。
货物发出后，我们将发送物流跟踪信息。
此致
敬礼！
[您的姓名]
[职位]
[附件：装箱单_PO123.pdf，发票_PO123.pdf]
点评与重点：
✅ 标题明确标注“Attached”，提醒客户查收附件；
✅ 列出关键数据，方便客户核对；
✅ 说明文件用途（清关），体现专业性；
✅ 提前告知后续将发送物流信息，增强客户安心感。
8. 通知货物已发货（Shipment Notification）
📤Subject: Shipment Dispatched – Tracking Info for Order #[PO Number]
Dear [Customer's Name],
We are happy to inform you that your order #[PO Number] has been successfully shipped today.
Shipping Details:
- Carrier: [e.g., Maersk Line]
- Vessel Name: [e.g., MAERSK HONG KONG]
- Voyage No.: [e.g., 256W]
- ETD: [e.g., July 10, 2025]
- ETA: [e.g., August 5, 2025]
- Bill of Lading No.: [e.g., MKHKG256W]
- Tracking Link: [e.g., www.maersk.com/tracking/MKHKG256W] (Note: do not insert actual link)
Original documents will be sent to you by express within 2 working days.
Thank you for your business. We look forward to serving you again.
Best regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
我们很高兴通知您，您的订单#[PO编号]已于今日顺利发货。
运输信息如下：
- 承运公司：[如马士基航运]
- 船名：[如MAERSK HONG KONG]
- 航次：[如256W]
- 开船日期：[如2025年7月10日]
- 预计到港：[如2025年8月5日]
- 提单号：[如MKHKG256W]
- 跟踪链接：[如www.maersk.com/tracking/MKHKG256W]（注：不插入真实链接）
正本单据将在2个工作日内通过快递寄出。
感谢您的合作，期待再次为您服务！
此致
敬礼！
[您的姓名]
[职位]
点评与重点：
✅ 使用“happy to inform you”传递积极情绪；
✅ 提供完整海运信息，便于客户跟踪；
✅ 明确说明正本单据寄送时间，增强信任；
✅ 结尾表达感谢与期待，提升客户满意度。
9. 成交后客户维护邮件（Post-Sale Follow-Up）
📤Subject: Thank You for Your Order – How Was Your Experience?
Dear [Customer's Name],
We hope your goods have arrived safely and in good condition.
Thank you once again for choosing us as your supplier. We truly value your trust and business.
We would appreciate your feedback on:
- Product quality
- Packaging
- Delivery time
- Overall service
Your input helps us improve and serve you better in the future.
If you have any future needs, please don’t hesitate to contact us. We’re always here to support you.
Warm regards,
[Your Name]
[Your Position]
✨ 中文翻译：
尊敬的[客户姓名]：
希望您的货物已安全抵达，且状态良好。
再次感谢您选择我们作为供应商。我们非常珍视您的信任与合作。
诚挚邀请您就以下方面提供反馈：
- 产品质量
- 包装情况
- 交货时效
- 整体服务
您的意见将帮助我们不断改进，为您提供更优质的服务。
若您今后有采购需求，欢迎随时联系我们。我们将一如既往地为您提供支持。
顺致问候！
[您的姓名]
[职位]
点评与重点：
✅ 发货后主动跟进，体现服务意识；
✅ 请求具体反馈，展现改进诚意；
✅ 使用“truly value your trust”增强情感连接；
✅ 为后续合作埋下伏笔，促进复购。