业务员要想写好外贸邮件，需要注意这些点

邮件在外贸业务中的重要性是不言而喻的。虽然网上有许多相关文章，但其内容质量参差不齐。本文将结合网上的一些内容和我个人的经验，与大家分享写邮件的心得，希望能对大家有所帮助。


 
关于邮件标题的话题之前已经写过很多，这里就不再赘述了。如果有些读者还没有看过之前的文章，可以参考《出彩的邮件标题，就该这样写》。
 
一封邮件的开头应该从寒暄开始。如果是回复询盘，可以简单地说一句：“Thanks for your email.”、“It’s glad to hear from you.”或者“Thanks for your prompt reply.”寒暄的内容不宜过多，一两句话就可以了。
 
如果是写开发信，建议根据公司情况制作一个邮件模板，然后根据客户的不同情况进行调整，使内容尽可能的精准。
 
邮件的基本格式和要求一定要掌握好，例如：
 
1、每段的首字母大写。
2、标点符号要适当，且各单词之间要留有空格。
3、新段要顶格。
4、避免错词错句，表述要准确。
 
这些都是一封邮件的基本要求，不属于加分项，但是如果做错了，绝对会给人留下不专业的印象，特别是对于欧美客户。
 
寒暄之后，进入正题。在表述正题时，要尽量简洁准确、条理清晰。使用短句进行表述，并避免使用与上下文或之前邮件相关的语句。这样可以避免客户感到繁琐，并减少不必要的麻烦。
 
对于要表达的观点，要进行探究以确保准确性，必要时要扣字眼。例如，当客户向你确认样品发货期时，如果你们可以确定准确的时间，可以说：“I will send the samples to you on/before the 20th of this month.”如果你们不确定日期，可以说：“I will try my best to send the samples out on the 20th and will keep you informed once there are any updates.”做生意讲究诚信，言出必行。如果无法做到承诺，要提前告知客户，让客户有所准备。
 
在表述时要有因果关系。当我们向客户传达一件事情时，除了说清楚发生了什么，还要适当解释为什么会这样。例如，对于下面这句话："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."，不仅表达了催促的意思，还说明了如果推迟下单会导致延期的原因。如果我们的产品或运输出现问题，回复方式也是类似的。首先要道歉，然后分析原因，总结经验教训并提出补救措施。


 
在回复客户提出的问题时要有条理。在回答客户的问题时，不能像明星对记者采访那样回答了一大堆却又似乎没有说到点子上。
 
下面我们通过修改同事回复邮件的案例来看一下，他的邮件是否有问题：
 
原始版本：
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!
 
修改后版本：
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.

我们可以发现修改后的版本不仅回复了客户关切的内容，并给出了详细的解决方案。这样的回复即便最终因为你们的失误损失了订单，但客户依然会认可你。