Follow-up email templates
Nine copy-paste emails for the three moments that decide whether an enquiry becomes an order: the first reply, chasing a buyer who has gone quiet, and sampling. Replace the [placeholders] before sending.
使用说明
A. 首次回复（First reply）
A1 · 标准首答（收到询盘，需要澄清规格）
Subject: Your [patio umbrella] enquiry — 3 quick questions before I quote
Dear [Name], Thank you for your enquiry about [product]. I have it, and I can quote it — I just need three things to make the number accurate rather than approximate: 1. Canopy size and fabric: [e.g. Ø3.0 m, 240 g/m² polyester] 2. Frame: aluminium or fibreglass ribs, and pole diameter 3. Quantity and split: total pieces, and how it divides across colours/sizes Two things worth knowing up front: - Custom specification normally starts at 500 pcs per colour per size; stock canopy colours with straightforward printing can run lower. - Standard lead time is 25–35 days after sample approval, and we sample before any bulk commitment. If you have a drawing, artwork or a target sample, reply with it — that is faster than describing it. Best regards, Violet Shadopia — umbrella & outdoor shading sourcing Shangyu, Shaoxing, China | violet@shadopia.com
A2 · 信息不足（询盘太泛，要关键字段）
Subject: Re: umbrella enquiry — can you confirm these 4 fields?
Dear [Name], Happy to quote. Right now I can only give you a range, and a range is not useful for planning — so could you confirm: - Product: [patio / golf / promotional / beach / tent] - Size & fabric: [size, gsm, coating] - Quantity: [total, and split by colour/size] - Destination port & target date: [port, month] With those four I can come back within 1–3 business days with factory options, MOQ, a sampling plan and an itemised quote. Best regards, Violet
A3 · 报价已附上（Quote attached）
Subject: Quotation: [product], [qty] pcs — [your company]
Dear [Name], Please find the quotation attached: [product], [qty] pcs, FOB Ningbo. What is included: - Unit price,MOQ and packing: [summary] - Sampling: [cost, and that it is credited against the first bulk order] - Lead time: 25–35 days after sample approval (longer in peak season, roughly Dec–Mar) - Validity: 30 days, because fabric and component costs move What is not included unless you ask for it: [bases / gift boxes / third-party testing / DDP]. If the price is close but not there, tell me your target and the volume that goes with it — I would rather adjust the specification than lose the programme. Best regards, Violet
B. 未回复跟进（Follow-up when they go quiet）
B1 · +3~4 天（轻量，加一个具体问题）
Subject: Re: [product] — shall I hold a production slot for you?
Dear [Name], Following up on the [product] enquiry. No pressure — I just do not want you to lose the slot. Two things that may help you decide: - [Quantity] pcs is workable at [MOQ/spec note] - Production in [month] is still open; from [month] it gets tight before the season If the specification changed, send me the new one and I will re-quote rather than chase. Best regards, Violet
B2 · +7~10 天（给新信息，不给压力）
Subject: One thing I forgot to mention — [sampling / packing / compliance]
Dear [Name], One detail I did not put in my last email, and it is usually the one that matters at your end: [Pick one, keep it real:] - Sampling: samples are charged and normally credited against the first bulk order, so you can approve before committing. - Compliance: we arrange REACH SVHC screening and mechanical testing through a third-party lab, and send the report with the shipment documents. - Packing: carton dimensions are sent with the quotation, so your warehouse can plan container utilisation in advance. If this programme has moved to next season, say so and I will come back nearer the time rather than keep emailing. Best regards, Violet
B3 · 收尾一封（Break-up，留门）
Subject: Closing the loop on [product]
Dear [Name], I will stop emailing about the [product] enquiry — I assume the timing or the specification has moved. If it comes back: reply to this email and I will pick it up with the original specification on file, no need to start over. Either way, good luck with the season. Best regards, Violet
C. 打样确认（Sampling）
C1 · 样品已寄出（Shipped）
Subject: Your sample is on the way — [courier] [tracking no.]
Dear [Name], Your sample has shipped. - Courier: [courier], tracking: [number] - Sent: [date] · Expected: [date range] - What is in the box: [product, colour, print position] When it arrives, please check three things specifically: 1. Size and frame — does it match your specification? 2. Fabric hand and coating — is the weight right for your market? 3. Print — colour and position on the actual fabric, not on paper Reply with a photo if something is off. That is the fastest way for me to correct it before bulk. Best regards, Violet
C2 · 催确认（Ask for approval）
Subject: Sample approval — can you confirm by [date]?
Dear [Name], Could you confirm the sample by [date]? Here is why the date matters: - Bulk lead time is 25–35 days from approval - Your target date is [date] - That leaves us [n] days of buffer, and production slots are booked in order of approval If it is a no, tell me what to change — a rejection with a reason is more useful to me than silence. Best regards, Violet
C3 · 样品需要修改（Second round）
Subject: Sample revision — [what changed]
Dear [Name], Understood. We will adjust and re-sample: - Change 1: [e.g. rib material, steel → fibreglass] - Change 2: [e.g. print position, one panel → alternate panels] - Unchanged: [everything else] Cost and timing: - Revised sample: [cost / free], [n] days to build - Effect on bulk price: [none / +X% / to be re-quoted] - Effect on lead time: [none / +n days] I will send photos before shipping so you only wait for the courier once. Best regards, Violet
附：三条纪律
1. **不承诺没测过的标准。** 客户问 "does it pass EN/CPSIA"，回答是 "we test to the standard you name and send the report" —— 不是 "yes it passes"。
2. **价格有效期写进邮件。** 30 天，因为面料和配件价格会动。
3. **每次跟进都要有一个新信息。** 折扣、交期、合规、包装——空催只会掉好感。