STD email : Sales Letters

Standard email samples, email samples by natalie or email sample by Jim

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Standard email format

INTRO EMAIL

Dear (Name),

Thank you for your interest in sourcing and/or purchasing overseas. My name is (China rep name) and I will be your overseas representative. For any project you would like to source, please simply send over: a picture, quantity, logo information, and in-hands date, and I will provide you with a quote immediately. Regarding your inquiry request for the (item/product name), please see the attached quote. If you have any questions and/or comments about this quote, please let me know!

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

Delayed Quotes Letter

Dear (name),

Thank you for your quote request! My name is (China rep name) and I am currently working with several factories to secure you the best pricing and turn-around time. Because I want to ensure that you receive a precise quote, I will need (how many days?) additional day(s) to gather the information for you. I hope this does not conflict with any of your clients’ requests. I appreciate your patience and thank you for allowing Pacific Promos to work with you on this project.

Sincerely

Your name

Pacific Promos China

Email

Tel

Fax

www.pacificpromos.biz

QUOTE LETTER

Dear (Name),

Thank you for your quote request! Please see your quote for the (item/product name), as per your request. If you have any questions and/or comments about this quote, please let me know!

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

QUOTE FOLLOW-UP LETTER

Dear (Name),

I haven’t heard from you about how you liked the pricing on the (item/product).  I would love to hear your comments and/or opinion on this quote and hopefully I may assist you with earning this order from your client! If your client declined this product, please let me know any projects that you would like to source overseas, and I will do my best to provide you with excellent pricing.  Please advise if there is anything I may do for you.

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

General FOLLOW-UP LETTER

Dear (Name),

I haven’t heard from you in some time and I am interested in working with you on additional projects overseas. Is there anything you are working on at this time that you would like to get a better price for? I would love to work with you again! Please let me know if there is anything I may do for you.

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

SAMPLE Order LETTER

Dear (Name),

Thank you for your sample order # (order #), for the (item/product name). Your scheduled ship-date is (ship date) and should arrive on (delivery date). All samples sent by Pacific Promos must be pre-paid, so if you have not already done so, please contact (818) 224-3991 to remit payment, and avoid delays of your sample shipment. I will provide you with a tracking number once your sample ships and if you have any questions in the meantime, feel free to contact me at anytime!

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

SHIPPING LETTER

Dear (Name),

Your order # (order #), for the (item/product name) has shipped! You may track this shipment by using the tracking #: (tracking #) Thank you for doing business with Pacific Promos!

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

ORDER FOLLOW-UP LETTER

Dear (Name),

How did your client like the (item name/product), for PO#(number)? We hope that this project was successful and your client was completely satisfied, if you have any comments/concerns regarding this order, please let me know! In addition, I look forward to working with you in the future, so please let me know anytime how I may assist you. Again, thank you for your business.

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

SAMPLE FOLLOW-UP LETTER

Dear (Name),

How did your client like the (item name/product)? We hope that you will secure this order from your client, so please let me know if there is anything I may do to simplify this process. If your client has any questions and/or concerns, contact me at anytime!

Thank you for your interest in Pacific Promos: your partner in China!

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Sincerely,

(Name)

Pacific Promos China

Email Address

Phone

Fax

www.pacificpromos.biz

ORDER.LETTER

Dear (name)

Thank you for your order, PO#(number). I would like to confirm the details of your order:

1. Ship Date:
2. In-Hands Date:
3. Product:
4. Quantity:
5. Imprint Color:
6. Logo:
7. Shipping to:
8. Additional Details:

If there are any details of this order that are incorrect please notify me immediately, as we have begun production today, (date).

If there is anything else you would like to discuss regarding this order, please contact me at anytime. I will notify you once your order ships. If you have not established payment terms for this order, please contact Jennifer @ pacificpromos.biz immediately, as your order may be delayed if you do not.

I may be contacted after 5pm, PST using MSN Messenger at: (MSN Name/Address)

Thank you!

Sincerely,

(Name)

Email Address

Tel

Fax

郵件應用的範例

====================è應用例子

重要提醒：你一定搞不清楚，溝通不良的後果

以上呈現的都是一些很標準的商務書信型式，但業務員就是要表達靈活的一面，才能好好的吸引客人。

溝通不良的後果

From: Joanna Garber

To: xxxxxx

Sent: Wednesday, January 02, 2008 11:26 PM

Subject: RE: Happy New year

Same to you. I don’t have any business for you. I learned my lesson not to deal with agents in China direct, the communication is too difficult. I will buy from suppliers in Canada and the US only. I will not buy from an agent in China only one here.

Thank you for following up with me all the time but I will not have any business for you, sorry.

Take care.

Joanna Garber

Account Executive

以上是原來得業務員得罪人的信。以下是找高手跟客人溝通後的回覆結果。

From: Joanna Garber

Date: Jan 3, 2008 10:29 PM

Subject: RE: Regarding issues

To: Selena Liu

I am going on vacation and this Friday will be my last day so I have a lot of work to do before I leave. I have numerous agents here in Toronto that I work very closely with when requiring product direct from China. I will keep you and your company in mind for future should my other agents not be able to get specific product. I appreciate your efforts but please stop sending me these emails. I get at least one email a day and it is getting really annoying. Should I need any of your services, I will CONTACT YOU!

Joanna Garber

初次報價時的注意事項

Candy:

As I mentioned in our last conversation, the 1st e-mail to customer, don’t try to do any advertising of what we can do.  Just show them what we can do by providing a GOOD quote.

I’ve sent everyone a sample 1st e-mail, I would prefer you all using that e-mail when we first time e-mail to our customer.

And, I told you in my last e-mail, DO NOT TELL CUSTOMER, YOU SENT THEM A QUOTE THAT YOU DID FOR ANOTHER CUSTOMER.  IF IT’S NOT TAILORED FOR THEM, DON’T SEND IT.

I’m not sure if this EVA is the same as the Chinese Airline company, if yes, if we did get an order & do it right, we could receive a bigger order in the future..

PLS DON’T MAKE THE SAME MISTAKE TWICE.

Few things..

1.  READ customer’s request – she wants quote for blank & one color imprint.

2.  DO NOT tell customer this is prepared for another customer.

3.  DO NOT use “anyway, here..” – This sounded like you don’t care.

4.  Provide the “Total amount” for the customer in the quotation form, so, customer knows how much the product will cost her.

Thanks.

報價信的標準格式(清楚表達重點)

Hi all:

Below are e-mails that I sent to the client –

This one is when I first received e-mail forward to me from Rain –

Rather than write a bunch of stuffs which client is not interested, introduce yourself briefly, acknowledge you’ve received the request and confirm w/the client on their inquiry.

===================================================

Hi XXXX:

This is Selena Liu from xxxx.  Per your request, I’m preparing quotation for the following items -

Item#: S02061832    double side mirror (1 color imprint) Qty: 125pc

Item#: S06172835   cosmetic mirror (1 color imprint) Qty: 125pc

Should have it completed by end of today.  In the meantime, if you have any additional questions or inquire, please contact me directly via my Gmail acct (xxxxxx@gmail.com) or call my access line at 408-404-6047.

Thanks.

不能滿足客人MOQ需求的寫法

I used the below e-mail to notify client that I got one quote ready but wasn’t able to find the other requested item due to MQQ.

Simple & easy to read

======================================================

Hi XXXX:

Attached is the quote for Double-side mirror (Item# S02061832).  Below data Just for your reference, if you can order in  a larger  quantity.  As you can see you will get a better price if you can order in volume.

Double Side Mirror	Qty	US$/pc
Silver plating	5000	0.75
Color plating	1000	0.8

US$30 for one color imprint

Unfortunately, I was not able to find a manufacture that willing to provide 125 Cosmetic mirrors.  I’ll do my best to search for other factories to see if  any of them  can  fulfill your request.  I’ll give you an update tomorrow. ç====不回應客人的數量時，會造成客人的誤會。

Listed below is for your reference if you can order in a larger volume for cosmetic mirror (item# S06172835).

Qty	US$/pc	Lead time
2000	1.7	15 days
5000	1.6	25 days

US$50 for imprint

Please don’t hesitate to contact me directly for any questions.

Thanks again for your inquiry.

=========================================================

Please don’t write a lengthy e-mail which client has to read through the whole e-mail and still couldn’t figure out what are you trying to say or explain.

Thanks.

—Selena

初次報價信的寫法

Dear Gretchen,

Thanks for your interesting in mouse pad. And know I prepared the quotation, please kindly have a look.

As I don’t know your quantity, so I quote you according to MOQ. In my quotation, I offer two ways to ship, one is ship by Sea, the other is ship by Express, to your information. Please note, the delivery location is ship ot LA, if you request ship to the other location, please let me know, I will give you the exact freight.

Would you tell me your theme of this project? Maybe I can recommend more items and let you choose. ^0^

Anyway see the quotation first, if you have any question, please contact me.

Best wishes,

Jessie

一時沒有答案時，都要跟客人回覆

Hi Penny:

This is Selena Liu from xxxxx.  I’m the marketing & customer care manager.  I didn’t see Candy respond to your e-mail yet..  My apologies for the delay..

Based on my understanding, the average price for MP3/iPod ear-buds is from US$1.25 to US$1.43.

I’ll ask Candy to provide you more details later.

I hope this is not too late, since you indicated in your e-mail that you need this info 5 hrs ago.

In the future, please don’t hesitate to contact me directly if you encountered any issues or need more details.  I can be reach at 408-404-6047 or via e-mail at xxx@xxxx.com

Thanks.

—Selena

寫一個清楚、易讀的信是個好禮貌(特別是呈現數字時)，而且客人最關心的地方要放在最明顯的地方。

Hi Mimi:

Sorry took us a while to get you this completed quote.

=================================================

1.  net price for each pair flip flops with white imprint - US$5.15/Pair (total = US$5,150)

2. Shipping cost - By Sea US$1,154,  By Air  US$2,330

3.  Turn around time –  (most of the factories in China will be CLOSED for 4 wks for Chinese New Year starting Feb 1 )

By Sea

5 Days (Spec sample time ) +20 days (Production time ) + 33days (shipping time) = 58 Days

By Air

5 Days (Spec sample time ) +20 days (Production time )+ 12days (shipping time) =  37 Days

4. Sample fee: US$100 (Will refund when order)

==================================================

I also spoke to both our Sales & Source dept managers; they both told me that there is no toxic chemical used to manufacture these flip flops.  However, I ask them to get confirmation   from the manufacture.

Please take a look the quote & let me know if you have any questions or need additional details.  I’ll have Candy type up an official quotation form  & send it to you later this week.

Thanks again.

—Selena

要把客人最關心在乎的事情都寫出來。

Hi Lucy:

Anyway, here is the e-mail that you can send to the client, but you need to provide the total cost (including freight) and the lead time.  Lead time is important, since   he wants this before March   and the factory will be shut down for a month for Chinese New Year.   Once you get all these info, update the spreadsheet then send the following to your client.

==================================================

Hi Adam:

Per your request,  attached  is a  list of  a few suggested  products for “Miss Pettigrew Lives for a Day” grand  opening.  If you are interested in any of them, please let me know ASAP since Feb 7th is Chinese New Year, all the factories in China  will be  shut  down to observe the holiday for 2 – 3 weeks.

Below is a quick summary (product pictures are in the attached file)

Product	3,000 pcs	5,000 pcs	10,000 pcs	Total Cost (include freight)	Lead time
traveling fan	$0.80	$0.70	$0.60
feather pen	$0.40	$0.40	$0.40
double side mirror	$1.42	$1.39	$1.36
mobile phone rope	$0.57	$0.54	$0.51
high-heel shoe key chain	$1.58	$1.54	$1.51
jewel musical bow with	$4.35	$4.11	$3.86
cosmetic bag	$1.61	$1.55	$1.42
fan	$0.85	$0.78	$0.68

Look forward to hear from  you.

Thanks.

要用交朋友的心情來回信，不要一味的想著訂單，即使客人拒絕了你

Hi Mimi:

Not a problem.  Prepare the official quotation is part of our job.

As I indicated in our conversation, the price will drop as the volume increase, please let your client know that.  The other thing is our factory done the no-toxins certification of the same product for other company in the past. So we can guarantee you that the flip flops that we send you are non-toxic.

Sorry to waste your time..  Hope can be more helpful next time.

Thanks & have a nice day!

—Selena

On 1/16/08, Mimi Voss wrote:

Candy,

Thank you so much for all of your work contacting me and putting this quote together.  Your price is higher than the price I have gotten from another supplier, so Candy does not need to prepare this quote officially for me.

My customer said the other quote I got for them was higher than they wanted to pay, and your quote is even higher.

Thank you again and I hope I can work with you sometime in the future.

Mimi

客人要Sample時的回信

Hi Jon,

We’re pleasure to provide you all kinds of samples to support you to get this case.

I need to confirm with you about 2 things before I could do that.

1. I will send you samples in PP plastic but with different shape, the same like the pictures I sent to Nicole last time. All the samples are free. But could you provide your express account number for collect? As we delivery it from China, the freight charges will cost $35 to 50$.

2. I have to clarify that all the samples I will send you only one with a pointed end.  But I think it would be ok as factory can make such kind of shape and  it is  a check for the products’ quality and craftsmanship only.

Wait for your soonest reply.

Best regards

Candy

要用數據及說理的方式處理問題

Dear Ms Tallman:

Season’s Greetings!

This is Selena Liu from xxxxx Marketing & Customer Care Dept.  I received a request from Candy Wang’s manager to find out the details regarding the issue of insufficient PE bags that shipped to your client.

I’ve called UPS Customer Service at 1-800-742-5877 on Sunday (12/23/2007 4:30 pm PST) and spoke to the agent, according to the customer service rep, there were 2 shipments & total 7 boxes were shipped to Commercial Data Systems in Honolulu, Hawaii.

Here is the details of each shipment -

1. UPS Tracking # “M317-0021-334″ – Total 4 boxes, each weight 19 kg/box (each individual bag wt 0.017 kg), & received & signed by  on 9/25/2007

2. UPS Tracking # “M317-0021-236″ – Total 3 boxes, each weight 21 kg/box (each individual bag wt. 0.017 kg), & received on 9/28/2007

Based on the above info, if we used the total wt of each box 19/21 kg (minus 2 kg for the wt of box itself) & divided by the individual bag wt (0.017 kg) to get the approx # of pieces for each box.  Here is the approx # – 1,000 pcs for 17 kg/box & 1,117 pcs for 19 kg/box.

That means we shipped in total approx 7,351 pcs

** 1,000 pcs x 4 boxes = 4,000 pcs the 1st shipment

** 1,117 pcs x 3 boxes = 3,351 pcs the 2nd shipment

We just want to make sure that your client did receive what they ordered, if not, we need to find out the root cause..  If the issue is related to our factory which didn’t ship the requested # of bags, we need to know to ensure this will NEVER happen again.

I would really appreciate if you can spend a few minutes to talk to me, not just figure out what’s going on w/this order, but also would like to get your feedback on our service and how can we provide you top-notch support in the future..

If you can let me know when is the best time to call you, I’ll do that or you can call me at 408-404-6047 at any time..

Look forward to talk to you!!

Sincerely,

條例清楚表達時程的方式

Shannon,

Regarding your concern:

1. If we placed the order by this Friday, when would it be in hands?

Before 6/26. Details as follow:

4/25	You place us the order, pay for the 50% deposit
4/26 – 4/27	Weekend
4/28 – 4/30	Make pre-production samples for you / Your customer approval it through picture
4/30 – 5/30	Production time
5/31 – 6/25	Shipping time
6/25 or 6/26	The goods reach to your customer

2. How quickly can I get 2 samples of the bag?

You could get it in hand at 4/28. (with pay for the $50 and send me the copy of the bank receipt by mail )

3. Where does the imprint go?

Anywhere if you like.( Or take the place of the design of “2008 Sports”)

This item is really hot as its cheap price.

Best regards.

Candy

=====Original Message=====

寄件者: Shannon Longhurst

收件者: candywang@

日期:Tue Apr 22 05:44:38 CST 2008

主旨:KD2008

I sent an e-mail earlier confirming the price/size on this bag.  Few more questions:

1. If we placed the order by this Friday, when would it be in hands?
2. How quickly can I get 2 samples of the bag?
3. Where does the imprint go?

Thanks

Shannon Longhurst

再找更多的武器，就希望客人流下深刻印象

故意再找話跟客人交流

Hi Gretchen,

As your reference, I re-quote you now.

Yes, this price is FOB LA. If you need the price to the other location, please let me know, I will quote your the exactly freight. Hope I can help you.

Take care.

Jessie

跟客人介紹產品，可愛？獨特?但不要普通，最好是先了解客人的產品線

Hello Scott

Thank you for your inquiry.  This is Tracy, your sales from xxxxx China office.

Regarding your request, how about the weepuls? like below picture shown ,  the material is Green Chemical Fiber ( for Environmental Protection) and the customer’s Logo can be printed on the ribbon that comes with the plush has a strong impact in peoples mind,  I can sure the “small Warm Fuzziness” will bring a smile to anyone who receives it ,  don’t you think it is a great giftware ?

I may give a link for detail please via here http://xxx

Let me know if it is useful for your option.  Thank you…..

Cheers

Tracy

Need something unique for promotion or customer- made ?

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