Top 10 Professional Sales & Export Email Samples for Companies | From Quotation to Shipment & Payment Templates ✅

 

1. Quotation Email for Export Inquiry

Subject: Quotation for [Product Name] — [Your Company Name]

Dear [Client Name],

Thank you for your inquiry regarding [Product Name]. We’re pleased to offer the following quotation:

  • Product: [Name / Model]

  • Quantity: [XX Units / Tons]

  • Unit Price: [Currency & Price]

  • Total Amount: [Currency & Amount]

  • Delivery Terms: [FOB / CIF / CFR — Port Name]

  • Delivery Time: [No. of Days/Weeks]

  • Payment Terms: [Advance / LC / CAD]

This offer is valid until [Date]. We assure you of consistent quality, competitive pricing, and timely delivery.

We look forward to your confirmation to proceed with a Proforma Invoice.

Warm regards,
[Your Name]
[Designation]
[Company Name]
[Contact Details]

2. Proforma Invoice Issuance

Subject: Proforma Invoice #[PI Number] — [Product Name]

Dear [Client Name],

Please find attached the Proforma Invoice #[PI Number] for your order of [Product Name] as discussed.

Kindly review and confirm all details, including shipping terms, payment terms, and consignee information.
Once confirmed, we will initiate production and arrange shipment as per the agreed schedule.

Thank you for your continued business and trust.

Best regards,
[Your Name]
[Company Name]

3. Order Confirmation

Subject: Order Confirmation — [Client Name] / [PO Number]

Dear [Client Name],

We are pleased to confirm receipt of your Purchase Order #[PO Number] for [Product Name]. Production will begin as soon as your payment or LC confirmation is received.

Estimated shipment date: [Date]
Port of loading: [Port Name]
Port of discharge: [Client’s Port]

We’ll keep you informed at every stage until shipment is completed.

Thank you for choosing [Your Company].

Kind regards,
[Your Name]
[Company Name]

4. Advance Payment Request

Subject: Advance Payment Request — [Order Reference]

Dear [Client Name],

As per the agreed terms in our Proforma Invoice #[PI Number], kindly arrange the advance payment of [amount & currency] to initiate production and secure your order in our export schedule.

Bank details are provided in the attached invoice for your convenience. Once payment is made, please share the remittance advice or bank slip so we can proceed without delay.

We appreciate your prompt cooperation.

Sincerely,
[Your Name]
[Company Name]

5. Shipment Schedule Notification

Subject: Shipment Schedule — [Product Name] / [Order Reference]

Dear [Client Name],

We are pleased to inform you that the shipment of [Product Name] under Order #[PO/PI Number] is scheduled as follows:

  • Estimated Time of Departure (ETD): [Date]

  • Estimated Time of Arrival (ETA): [Date]

  • Vessel Name: [Vessel Name]

  • Shipping Line: [Line Name]

Please find attached the packing list and invoice draft for your record. Original documents will be couriered after confirmation from the shipping line.

Warm regards,
[Your Name]
[Company Name]

6. Shipping Documents Submission

Subject: Shipping Documents for Order #[PO Number] — [Client Name]

Dear [Client Name],

Please find attached the scanned copies of shipping documents for your order:

  • Commercial Invoice

  • Packing List

  • Bill of Lading

  • Certificate of Origin

  • Insurance Certificate

The original documents have been dispatched via [Courier Name] (AWB #[Number]).
Please confirm once received to ensure timely clearance at your port.

Thank you for your continued cooperation.

Best regards,
[Your Name]
[Company Name]

7. Payment Follow-Up Email

Subject: Payment Reminder — Invoice #[Invoice Number]

Dear [Client Name],

We hope this message finds you well. Kindly note that payment for Invoice #[Invoice Number] (amount: [amount]) is now due as of [date].

Please process the payment at your earliest convenience to avoid shipment or documentation delays.
If the payment has already been made, please share the transaction details for reconciliation.

Your cooperation is greatly appreciated.

Best regards,
[Your Name]
[Company Name]

8. Payment Confirmation Email

Subject: Payment Received — Thank You (Invoice #[Invoice Number])

Dear [Client Name],

We acknowledge receipt of your payment for Invoice #[Invoice Number], amounting to [Amount & Currency], received on [Date].

Your prompt action is appreciated, and we’ve now initiated dispatch arrangements as per schedule.
Please find your official payment receipt attached.

Sincerely,
[Your Name]
[Company Name]

9. Bank Coordination for Export Documents (CAD / LC)

Subject: Export Documents Submission — [LC/CAD Reference No.]

Dear [Bank Officer Name],

We hereby submit the export shipping documents for our shipment to [Client Name] under LC/CAD #[Reference] for your processing and dispatch to the buyer’s bank.

Attached are the following:

  • Commercial Invoice

  • Packing List

  • Bill of Lading

  • Certificate of Origin

Please confirm receipt and advise when the documents are forwarded to the buyer’s bank.

Best regards,
[Your Name]
[Company Name]

10. Shipment Delivery & Feedback Request

Subject: Shipment Delivered — Feedback Requested

Dear [Client Name],

We are pleased to confirm that the shipment of [Product Name] has been successfully delivered at [Port/Location] on [Date].

We sincerely hope the goods arrived in good condition and as per your expectations. Your feedback is valuable to us for continuous improvement.

Thank you for your continued trust and business relationship.

Warm regards,
[Your Name]
[Company Name]


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