Foreign trade e-mail writing, these details you notice?

While seemingly minor, small issues in email communication can significantly impact customer experience and the effectiveness of your communication. In this article, let’s review some easily overlooked details in writing emails for international trade.  


 
1. Spacing and Punctuation
Capitalizing the first letter of a sentence and using English half-width punctuation are basic rules for writing English emails. However, many people accidentally mix Chinese and English punctuation or overlook spacing. Consider these two examples:  
 
- Incorrect: In the attachment，I have attached a detailed market trend analysis report and a presentation of our solutions.  
- Correct: In the attachment, I have attached a detailed market trend analysis report and a presentation of our solutions.  
 
To native English speakers, incorrect punctuation and spacing stand out as unprofessional and can affect their reading experience. Cultivating proper writing habits is crucial.  
 
2. Use Capital Letters Sparingly  
In Western culture, capital letters are often used to express strong emotions, such as complaints or emphasis. Improper use may come across as rude to customers. However, there are two scenarios where capitalization is acceptable:  
 
- Emphasis: Please treat it as URGENT.  
- Highlighting: This product has a ONE-YEAR WARRANTY.  
 
When using capital letters, be mindful to avoid misunderstandings about your tone.  
 
3. Font and Font Size
Common fonts for business emails include Calibri, Georgia, and Corbel, with font sizes typically between 10 and 12.  
 
If a customer uses a different font style in their reply, try adopting their font in subsequent emails. This subtle touch can convey respect and help build rapport.  
 
4. Appropriate Use of Bold Text
Bold text can highlight key points, but overusing it can backfire. Consider the following examples:  
 
- Incorrect: Our products have passed strict quality control and enjoy a good reputation in the market. We are convinced that by cooperating with you, we can provide you with the best quality products and services.  
- Correct: Our products have passed strict quality control and enjoy a good reputation in the market. We are convinced that by cooperating with you, we can provide you with the best quality products and services.  
 
Use bold text selectively for words or phrases with significant value or appeal, avoiding excessive bolding throughout.  
 
5. Adjust Email Subject Lines  
When replying to emails, subjects often accumulate multiple “Re:” prefixes, such as: Re: Re: Re: Sale Note for School Bag 122111. When the topic shifts or progresses to a new stage, consider updating the subject line, e.g., Re: Updated Sale Note for School Bag 122111. This improves clarity and leaves a professional impression while enhancing the recipient’s efficiency.  


 
6. Attachment Reminders
Given the prevalence of email viruses, international trade clients are often cautious about attachment safety. Mentioning attachments explicitly in your email is essential. For example:  
 
> I am attaching herewith the following documents for your confirmation:  
> 1) Packing List  
> 2) Commercial Invoice  
> 3) Certificate of Origin  
 
Additionally, name files clearly and systematically. Avoid ambiguous or random names like 2566fhjkk or 001.jpg. Opt for intuitive names like Invoice.pdf.  
 
7. Clear Paragraph Structure for Long Emails  
For lengthy emails, avoid long blocks of text. Instead, use paragraphs or bullet points, keeping each paragraph within 5-6 lines. This makes the content more readable. For example:  
 
- Point 1: Brief explanation.  
- Point 2: Detailed elaboration.  
- Point 3: Summary or conclusion.  
 
Customers' time is limited; clear and concise writing grabs their attention more effectively.  
 
8. Avoid Overly Complex Language
The core of email writing is clarity. Avoid using obscure words or overly complicated sentence structures. Flowery language can confuse or alienate customers.  
 
When appropriate, consider using the customer’s native language. This not only fosters closer relationships but can also encourage a more active response. Silent or reserved clients often become more engaged when they see a familiar language.  
 
Writing business emails for international trade requires attention to detail. A balance of professionalism, standardization, and consideration for the customer’s reading experience is key. By following these tips, you can elevate your email-writing skills, showcase professionalism, and win over your clients!