If a salesman wants to write a good foreign trade email, needs to pay attention to these points

The importance of emails in foreign trade is undeniable. Although there are numerous articles online on this topic, the quality of their content varies. This article combines information from various sources and my personal experience to share insights on writing emails, hoping to be helpful to everyone.
 


Regarding the topic of email subject lines, it has been extensively covered before, and I won't repeat it here. If you haven't seen the previous article, you can access this link "A great email subject line should be written like this".
 
The beginning of an email should start with a greeting. If it's a reply to an inquiry, a simple sentence like "Thanks for your email," "It's glad to hear from you," or "Thanks for your prompt reply" would suffice. Avoid excessive small talk and keep it to one or two sentences.
 
If you are writing a development letter, I suggest creating an email template based on your company's situation and then making adjustments according to the specific needs of each customer to ensure the content is as precise as possible.
 
Mastering the basic format and requirements of an email is essential, such as:
 
1.Capitalizing the first letter of each paragraph.
2.Proper use of punctuation marks and spacing between words.
3.Starting new paragraphs with indentation.
4.Avoiding spelling or grammatical errors and ensuring accurate expressions.
5.These are basic requirements for an email and not additional points.  

However, if neglected, it will leave an unprofessional impression, especially when dealing with European and American clients.
 
After the greeting, get to the main point. When expressing the main topic, strive for concise, accurate, and well-organized sentences. Use short sentences and avoid using phrases related to the context or previous emails. This approach prevents customers from feeling overwhelmed and reduces unnecessary complications.
 
For the points you want to convey, make sure to explore and ensure accuracy, using appropriate vocabulary when necessary. For example, when a customer asks about the delivery time for samples and you can provide a precise date. You can say, "I will send the samples to you on/before the 20th of this month." If you are uncertain about the date, you can say, "I will try my best to send the samples out on the 20th and will keep you informed once there are any updates." Honesty and integrity are crucial in business. If you cannot fulfill a commitment, inform the customer in advance to allow them to prepare accordingly.
 
Maintain a cause-and-effect relationship in your explanations. When conveying information to the customer, it's important not only to explain what has happened but also to provide an appropriate explanation as to why it occurred. For example, in the following statement: "As the Lunar Chinese New Year is coming soon, we'd better arrange the booking immediately to ensure we can catch the shipment, or we'll have to wait for another 2 or 3 weeks. Please help to fill in the enclosed form and send it back to me ASAP." This statement not only expresses a sense of urgency but also explains the reason for the delay if the order is postponed. A similar approach should be followed when responding to issues related to our products or shipments. Begin with an apology, analyze the reasons, draw lessons from the experience, and propose remedial measures.
 


Maintain organization when responding to customer inquiries. When answering customer questions, avoid providing lengthy responses that seem to miss the point, similar to how celebrities often respond to interviewers.
 
Now, let's examine an example of a colleague's email response to see if there are any issues.
 
Original version:
Regarding the issue with product A1, our response to your inquiry is as follows:
 
1.The dimensions of the current batch of products are based on the 3D drawings. They will not be smaller than the 3D drawings. Please refer to the attached 3D drawings for your reference.
 
2.Previously, the samples were produced using the suction molding technique, but for the current batch, the production process involves blow molding. These two different techniques may result in some differences in the final products.
 
3.The original delivery deadline for the Target order was November 6th. We couldn't wait for the production of the bubbles for the large batch, so we proceeded with production using the previous suction molding technique. Additionally, due to the current production process for the large batch, we can only make changes to the suction molding. We have already arranged for suction molding samples today, and they will be sent to you by November 15th.
 
4.Furthermore, as we have scheduled the inspection of the Target order on November 18th, the factory needs to start packaging no later than tomorrow to meet the delivery deadline. Therefore, please communicate with the customer and inform them that these two orders will be packed using the previously purchased suction molding. The new orders will be packaged using the new suction molding technique.
 
Please be informed of the above. Thank you!
 
Modified version:
Dear XXX,
 
Regarding the issue you mentioned in your email, I would like to provide you with the following information:
 
1.The size of the current batch of product A1 is based on the 3D drawings we provided. It is ensured that the dimensions will not be smaller than the 3D drawings. Please refer to the attached 3D drawings for your reference.
 
2.Previously, the samples were produced using the suction molding technique. However, for the current batch, we have switched to the blow molding technique in the production process. Please note that these two different techniques may result in slight differences in the final products.
 
3.The original delivery deadline for the Target order was November 6th. However, due to the delay in the production of the bubbles for the large batch, we had to proceed with production using the previous suction molding technique. We apologize for any inconvenience caused. As a solution, we have already arranged for the production of new suction molding samples today, and they will be sent to you by November 15th. We understand the urgency of the situation, and we will ensure that the new samples meet your requirements.
 
4.Furthermore, as we have scheduled the inspection of the Target order on November 18th, the factory needs to start packaging no later than tomorrow to meet the delivery deadline. Therefore, we kindly request your assistance in communicating with the customer and informing them that these two orders will be packed using the previously purchased suction molding. Rest assured that any future orders will be packaged using the new suction molding technique to avoid any inconsistencies.
 
I’m sorry for the trouble we made, as we didn’t expect the new technical would bring size differences of the products, we arranged the blister samples with old bubbles. We will be more carefully for all details in the future.

Best regards.

We can see that the modified version not only replies to the customer's concerns, but also gives a detailed solution. Such a response will still be recognized by the customer even if the order is eventually lost due to your mistake.