Email Template #1: RFQ
Hello,
I am the Purchasing Manager of (INSERT COMPANY) in (CITY, COUNTRY). We are interested in your products and would like to receive a quotation.
Please see the attached file and follow these steps:
1. Download the file attachment and fill in the colored fields (product specs, pricing and order terms)
2. Provide your contact details so we can follow up with you in the future:
a. Wechat ID
b. Cell Phone (China)
c. Skype ID (If any)
3. Reply the questions in this email
Question: Are your products manufactured in compliance with (INSERT CERTIFICATION STANDARD)?
- Please reply here
Question: If your products are compliant with (INSERT CERTIFICATION STANDARD), could you please provide us with a previous product test report?
- Please reply here
Question: Are you manufacturing this product yourself or purchasing it from another factory?
- Please reply here
We would prefer if you reply with a quotation within 7 working days.
Feel free to ask further questions about our company, in case you have any. This is a serious enquiry and we are keen to start working with you.
If you have further questions, I suggest we arrange a Phone call or Skype call.
Best Regards, (INSERT NAME), Purchasing Manager of (INSERT COMPANY)
Email Template #2: Sample Order
Hello,
We are satisfied with your quotation.
Therefore we would like you to provide us with product samples. It's very important that the samples you send us match our product specifications.
As such, we have prepared a simple sample order term sheet. Please see the attachment and follow these instructions:
1. Download the file attachment and read the terms
2. Confirm if any changes must be made to the product specifications
3. Confirm if you approve the order terms
4. Print the document, sign (legal representative signature in Chinese characters), and stamp each page (using your Chinese company stamp)
5. Scan the document and send to us for approval (via email)
When this is done, you can issue the Proforma Invoice, and we will pay you for the sample.
If you have further questions, I suggest we arrange a Phone call or Skype call.
Best Regards, (INSERT NAME), Purchasing Manager of (INSERT COMPANY)
Email Template #3: Sales Agreement
Hello,
We would like to place a test order of XXX pieces. However, before we place the order we need to sign a Sales Agreement with your company. Please see the attached file.
This is why we need a Sales Agreement prior to placing an order:
1. Our company has certain rules regarding product quality, product certification compliance, payment terms and freight terms. It’s very important that we avoid misunderstandings.
2. The Sales Agreement must be signed by your company's Legal Representative and stamped with your official company stamp.
3. Notice that we cannot accept any sudden price increase. Our company expects the previous quotation to still be valid.
4. (INSERT CERTIFICATION STANDARD) compliance is required in our country. We are likely to visit your factory (after the production) and collect at least one product sample that will be sent for compliance testing.
5. We may also conduct an unannounced Quality Inspection, during or after, the production. Of course, we will only verify that the products are produced in compliance with our product specifications.
We don’t keep any product specifications or quality requirements secret. Everything is clearly specified in the Sales Agreement.
Please sign, stamp and send the Sales Agreement to the following address:
l Company: INSERT
l Address: INSERT
l Zip Code: INSERT
l City: INSERT
l Country: INSERT
l Phone: INSERT
If you have further questions, I suggest we arrange a Phone call or Skype call.
Best Regards, (INSERT NAME), Purchasing Manager of (INSERT COMPANY)
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