易贸SOHO

在外贸沟通中，英文邮件是与海外客户建立信任、推进合作的核心载体。一封语法准确、表达得体、信息清晰的英文邮件，能显著提升客户响应率；反之，中式英语、模糊表达或礼貌缺失，可能导致客户误解甚至流失。本文将聚焦外贸回复邮件的高频场景，整理可直接复用的英文句式、模板及使用技巧，帮你快速掌握专业的外贸英文沟通能力。

一、外贸英文回复邮件的核心原则：3 个 “C” 准则

在使用英文回复前，需先遵循商务邮件的 3 个核心准则，确保表达既专业又符合国际沟通习惯：

1. Courtesy（礼貌性）：用温和的语气传递尊重，避免生硬指令（如不用 “Send us the document”，改用 “Could you please share the document with us?”）；

1. Clarity（清晰性）：信息明确无歧义，关键内容（如价格、交期、数量）需精准表达（如不说 “We will ship soon”，而说 “We will ship the goods on Oct 15 via DHL”）；

1. Conciseness（简洁性）：避免冗长句式，用短句传递核心信息（非英语母语客户更易理解），如不用 “In view of the fact that your payment has not been received, we are unable to start production”，改用 “As we haven’t received your payment yet, we can’t start production”。

二、高频场景常用英文：从询盘到售后全覆盖

（一）场景 1：询盘回复（Inquiry Reply）

询盘是业务起点，回复需兼顾礼貌、信息完整与行动引导，分 “详细询盘” 和 “笼统询盘” 两种情况：

1. 详细询盘回复（客户明确产品 / 数量 / 需求）

核心目标：确认需求 + 提供关键信息（价格、MOQ、交期）+ 引导下一步

• 主题示例：Re: Inquiry for Model X LED Lights - Quotation & Details | [Your Company]

• 常用句式：

① 感谢询盘：

“Thank you for your detailed inquiry dated [DD/MM/YYYY] regarding our Model X LED Lights. We greatly appreciate your interest in our products.”

② 确认需求并报价：

“As requested, we are pleased to quote as follows:

• Product: Model X LED Lights (CE/RoHS Certified)

• Unit Price: USD 8.5/piece (FOB Shanghai)

• MOQ (Minimum Order Quantity): 500 pieces

• Lead Time: 10-15 working days after payment”

③ 补充价值：

“To support your sales in the European market, we can provide customized packaging with your logo at no extra cost for orders over 1000 pieces.”

④ 行动指引：

“If you need a sample to test quality, we can arrange shipment within 3 working days (sample cost: USD 20, refundable on your first order). Please let us know your decision.”

2. 笼统询盘回复（客户仅问 “产品价格”“有什么型号”）

核心目标：引导明确需求 + 提供选项 + 避免无效报价

• 主题示例：Re: Your Inquiry for LED Lights - Need More Details to Assist You

• 常用句式：

① 感谢 + 说明需求不足：

“Thank you for your interest in our LED lights. To provide you with an accurate quotation and suitable solution, we would appreciate it if you could share a few more details.”

② 提供选项并提问：

“Our hot-selling models include:

Could you please tell us:

1. Model X (for home use, CE certified, MOQ 500 pieces)

1. Model Y (for commercial use, high brightness, MOQ 300 pieces)

• Which market will the products be sold to?

• Your expected order quantity and delivery time?

• Any special requirements (e.g., color, voltage)?”

③ 降低决策压力：

“If you’re unsure about the model, we can send you a product catalog with specifications and real customer cases. Just reply to this email, and we’ll share it immediately.”

（二）场景 2：报价沟通（Quotation Communication）

报价邮件需清晰呈现价格构成，应对客户压价时既要守住利润，又要传递价值，避免陷入低价竞争。

1. 正式报价（首次发送报价）

• 主题示例：Quotation for [Product Name] - Valid Until [Date] | [Your Company]

• 常用模板：

“Dear [Client Name],

Thank you for your interest in our [Product Name]. Below is the detailed quotation based on your requirements:

Attached please find the product specification sheet and our company profile for your reference.

If you have any questions about the quotation or need to adjust the terms, feel free to contact us. We’re happy to provide further support.

Best regards,

[Your Full Name]

[Your Job Title]

[Your Company Name]

[Contact Information: Phone/WhatsApp/Email]”

2. 应对客户压价（Client Negotiating for Lower Price）

• 主题示例：Re: Your Feedback on Quotation for [Product Name] - Value Explanation

• 常用句式：

① 理解需求 + 传递价值：

“We understand that price is an important factor for your decision, and we truly value our potential cooperation. However, our price is based on the high quality of our products and services:

• Raw Material: We use imported [Material Name], which ensures the product’s lifespan is 30% longer than competitors.

• Quality Control: We conduct 5-step QC checks to keep the defective rate below 0.5% (industry average: 2%).

• After-sales Service: We offer a 2-year warranty, while most suppliers only provide 1 year.”

② 灵活让步（若可行）：

“To support your business, we can offer a 3% discount if your order quantity increases to [X] pieces. This way, you get a better price without compromising on quality.”

③ 坚守立场（若无法降价）：

“Unfortunately, we can’t lower the price further as our profit margin is already very tight. However, we can provide free spare parts (worth USD [X]) for your first order to reduce your after-sales costs.”

（三）场景 3：订单跟进（Order Follow-up）

订单确认后，需及时同步生产、物流进度，缓解客户焦虑，常用场景包括 “订单确认”“生产进度更新”“物流通知”。

1. 确认订单（Order Confirmation）

• 主题示例：Order Confirmation - PO No. [X] | [Your Company]

• 常用句式：

“Dear [Client Name],

Thank you for your order (PO No.: [X]) dated [Date]. We are pleased to confirm that we have received your advance payment (30% T/T) and will start production as scheduled.

Key details of your order:

We will keep you updated on the production progress every 3 days. If you have any urgent requests, please contact us via WhatsApp ([Phone No.]) anytime.

Best regards,

[Your Full Name]”

• Product: [Model No.], [X] pieces

• Delivery Time: We will ship the goods by [Date] via [Logistics Company, e.g., DHL]

• Documents: We will send the commercial invoice, packing list, and B/L to you once the goods are shipped.

2. 生产进度更新（Production Progress Update）

• 主题示例：Production Update for Your Order (PO No. [X])

• 常用句式：

“Hi [Client Name],

Just a quick update on your order (PO No. [X]):

If you need any adjustments, please let us know as soon as possible.

Best regards,

[Your Full Name]”

• Production Status: 70% completed. The remaining 30% will be finished by [Date].

• Quality Check: We have conducted the first round of QC, and all tested products meet the standard. We will send you photos of the production line and QC results later today.

• Next Step: We will book the shipment with DHL on [Date] once production is fully completed.

3. 物流通知（Shipment Notification）

• 主题示例：Shipment Notification - Order PO No. [X] | Tracking No. [X]

• 常用句式：

“Dear [Client Name],

Good news! Your order (PO No. [X]) has been shipped today via [Logistics Company]. Below is the shipment details:

You can track the shipment status via the official website: [Logistics Website Link].

Please note that you may need to prepare the above documents for customs clearance. If you encounter any issues, feel free to contact us for support.

Best regards,

[Your Full Name]”

• Tracking Number: [Tracking No.]

• Shipment Date: [DD/MM/YYYY]

• Estimated Delivery Date: [DD/MM/YYYY] (to [Destination Port/City])

• Attached Documents: Commercial invoice, packing list, Bill of Lading, and Certificate of Origin (for customs clearance).

（四）场景 4：售后纠纷处理（After-sales Issue Handling）

售后问题（如货物损坏、延迟交货）需先致歉，再提供明确解决方案，维护客户信任。

1. 货物损坏（Damaged Goods）

• 主题示例：Re: Your Feedback on Damaged Goods - Apology & Solution

• 常用模板：

“Dear [Client Name],

We sincerely apologize for the damage to some of the [Product Name] in your order (PO No. [X]). This is our mistake in packaging, and we take full responsibility for it.

To resolve this issue, we offer two solutions for your choice:

Could you please send us photos of the damaged goods and the packaging? This will help us improve our packaging process to avoid similar issues in the future.

Again, we are sorry for the inconvenience caused. We value our cooperation and will do our best to resolve this quickly.

Best regards,

[Your Full Name]”

1. Replacement: We will send the damaged products ([X] pieces) to you for free. The shipment will be arranged within 3 working days, and all shipping costs will be borne by us.

1. Refund: We can refund the cost of the damaged products (USD [X]) to your account within 5 working days.

2. 延迟交货（Delayed Delivery）

• 主题示例：Re: Delay in Order Delivery (PO No. [X]) - Apology & Revised Plan

• 常用句式：

“Dear [Client Name],

We are truly sorry to inform you that your order (PO No. [X]) will be delayed by 5 days (from [Original Date] to [Revised Date]). The delay is due to an unexpected shortage of [Raw Material Name] (our supplier had a 3-day production suspension due to a power outage).

To make up for this inconvenience:

We will send you daily updates on the production progress until the goods are shipped. Please accept our sincere apology for the trouble caused.

Best regards,

[Your Full Name]”

• We will offer a 5% discount on your next order (valid for 6 months).

• We have expedited the production and will ship the goods via express logistics (DHL) to shorten the delivery time by 2 days.

（五）场景 5：跟进与催款（Follow-up & Payment Reminder）

若客户未回复或未按时付款，需温和跟进，避免过度催促导致反感。

1. 未回复跟进（Following Up on Unanswered Email）

• 主题示例：Just Following Up on Our Quotation/Order Discussion

• 常用句式：

“Hi [Client Name],

Hope you’re having a good week! I’m just following up on our email dated [Date] regarding the quotation for [Product Name]/order progress.

We haven’t received your feedback yet and wanted to check if you have any questions or need further information. We’re ready to adjust the terms or provide additional support to move our cooperation forward.

Looking forward to your reply.

Best regards,

[Your Full Name]”

2. 催款（Payment Reminder）

• 主题示例：Gentle Reminder: Payment for Order PO No. [X]

• 常用句式：

“Dear [Client Name],

Hope this email finds you well. We’re writing to gently remind you that the payment for your order (PO No. [X]) is due on [Due Date] (per our agreed payment term: 70% against B/L copy).

We have already sent you the B/L copy via email on [Date]. Could you please arrange the payment at your earliest convenience? Once we receive the payment, we will release the original documents to you immediately.

If you have already made the payment, please share the bank receipt with us for verification. Thank you for your understanding and cooperation.

Best regards,

[Your Full Name]”

三、外贸英文邮件的 “避坑指南”：避免 3 个常见错误

1. 中式英语误区：

• 错误：“Please send us the document ASAP.”（过于生硬，“ASAP” 在部分场景显急促）

• 正确：“Could you please send us the document at your earliest convenience?”

• 错误：“We will deliver the goods in 10 days.”（未明确 “10 天” 从何时起）

• 正确：“We will deliver the goods within 10 working days after receiving your payment.”

1. 信息模糊：

• 错误：“The price is USD 10.”（未说明价格术语、单位）

• 正确：“The unit price is USD 10/piece (FOB Shenzhen).”

• 错误：“The goods have been shipped.”（未提供物流信息）

• 正确：“The goods have been shipped via FedEx, tracking number: 123456789.”

1. 礼貌过度或不足：

• 不足：“Send the payment now.”（指令式，无礼貌）

• 过度：“We would be extremely grateful if you might consider sending the payment as soon as possible.”（过于冗长）

• 适中：“Could you please arrange the payment at your earliest convenience? This will help us proceed with the next steps smoothly.”

四、常用礼貌结尾与签名模板（Polite Closures & Signature）

1. 礼貌结尾句式（根据关系选择）：

• 正式（新客户 / 重要客户）：

“We look forward to your favorable reply. Should you have any questions, please do not hesitate to contact us.”

• 友好（老客户 / 长期合作）：

“Looking forward to your reply. Feel free to reach out if you need anything else.”

• 催促但温和：

“We appreciate your prompt attention to this matter and look forward to your reply soon.”

2. 专业签名模板：

“Best regards,

[Your Full Name]

Sales Manager

[Your Company Name]

Address: [Your Company Full Address]

Phone: +86-138-XXXX-XXXX

WhatsApp: +86-138-XXXX-XXXX

Email: [Your Work Email]

Website: [Your Company Website]

LinkedIn: [Your LinkedIn Profile Link]”

总结：实用为王，灵活调整

外贸回复邮件的英文表达无需追求复杂句型，核心是 “清晰传递信息 + 礼貌建立信任”。建议将上述场景的常用句式和模板整理成文档，根据客户类型（新 / 老客户）、需求紧急程度灵活调整，同时注意积累客户反馈，优化表达习惯。通过持续练习，你会逐渐形成自然、专业的外贸英文沟通风格，为业务合作打下坚实基础。

易贸小助/易贸SOHO/SOHO之家