Шаблоны писем для экспорта

Первое письмо потенциальному покупателю: кто вы, что вы производите, ваши условия и один простой следующий шаг.

Dear [Name],

I am [Your name], [Your title] at [Your company]. We make [product category] in [country] and export to [markets]. I found your company through [source].

What we can offer you:
- [Main products, e.g. [products]]
- [Certifications or standards you hold]
- Minimum order: [MOQ]; lead time: [number] days after order confirmation
- Terms: [Incoterm and place, e.g. FOB [port of loading]]; payment by [T/T or letter of credit]

I have attached our catalogue and price list. If any of our products fit your range, I would be glad to send samples or a quotation for the quantities you need.

Would you have 15 minutes for a call next week?

Best regards,
[Your name]
[Your title]
[Your company]

Знакомство с новым покупателем →

Для покупателей: запросите у поставщика цены, срок изготовления и данные об упаковке.

Dear [Name],

We are [Buyer company], [a short description of your company], and we are interested in your products. Please send us your best quotation for:

Product: [products] [specification]
Quantity: [quantity], with your minimum order quantity
Packing: [packing requirement]
Price terms: [Incoterm and place] (Incoterms 2020), in [currency]
Delivery: [required shipment date] to [port of discharge]

Please include the unit price, lead time, payment terms, packing details (cartons, weights and dimensions), the HS code and how long the offer is valid. Samples and product certificates would also help.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос коммерческого предложения (поставщику) →

Попросите у поставщика образцы до заказа: какие позиции, куда отправить, кто платит и что должно быть указано в инвойсе для курьера.

Dear [Name],

Thank you for your quotation. Before placing an order, we would like to test samples of the following:

- [Product / model], [specification], quantity [number]
- [Product / model], [specification], quantity [number]

Please send them to:
[Buyer company]
[Address]
[Contact name and phone]
[Tax or importer ID, if needed for customs]

Please tell us the cost of the samples and the courier charge, or send them on our courier account [account number]. For customs, please show the real value of each sample on the invoice and give the reason as "samples for evaluation".

We will send you our feedback within [number] days of receipt.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос образцов у поставщика →

Попросите производителя или поставщика к определённой дате предоставить документы, необходимые для вашей отгрузки, например сведения о происхождении, SDS, протоколы испытаний и коды HS.

Dear [Name],

For the export shipment of our order [PO number], please send us the following documents by [date]:

1. [Certificate of origin information / manufacturer's declaration of origin], showing the country where the goods were made
2. [Safety data sheet (SDS)] for [product], current version
3. [Certificate of analysis / test report] for batch [batch number]
4. [HS code and full product description as on your invoice]
5. [Other: e.g. photos of the packing, carton dimensions and weights]

The buyer's bank / customs [in country] will check these documents, so the product names, batch numbers and quantities must match your invoice and packing list exactly.

If any document will take longer, please let us know today.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос документов у поставщика →

Ответ на запрос: ваша цена, условия, срок изготовления и срок действия предложения.

Dear [Name],

Thank you for your inquiry. We are pleased to quote as follows:

Products: [products]
Price terms: [Incoterm and place] (Incoterms 2020)
Total: [amount]
Payment: [payment terms]
Lead time: [number] days after receipt of the deposit / L/C
Validity: this offer is valid for 30 days.

Our proforma invoice with full details is attached. Please let us know if you need samples, different quantities or other price terms.

Best regards,
[Your name]
[Your title]
[Your company]

Коммерческое предложение →

Отправьте проформа-инвойс и попросите покупателя подтвердить его и внести предоплату или открыть аккредитив (L/C).

Dear [Name],

Thank you for your order [PO number]. Please find attached our Proforma Invoice [invoice number] dated [date]:

Products: [products]
Amount: [amount] ([Incoterm and place], Incoterms 2020)
Payment terms: [payment terms]
Shipment: from [port of loading] to [port of discharge], [shipment date or lead time]

Please check the details and confirm by signing and returning the proforma invoice. Production will start once we receive [the deposit / the L/C].
Our bank details are on the proforma invoice. If you pay by T/T, please send us a copy of the bank slip.

Best regards,
[Your name]
[Your title]
[Your company]

Проформа-инвойс →

Когда цена и условия согласованы, отправьте покупателю договор купли-продажи на проверку и подпись.

Dear [Name],

Thank you for your order. Please find attached our Sales Contract [PO number] dated [date] for your review and signature:

Products: [products]
Contract value: [amount] ([Incoterm and place], Incoterms 2020)
Payment terms: [payment terms]
Shipment: from [port of loading] to [port of discharge], on or about [ETD]

Please sign and return a copy, or let us know if anything needs to change. Once we receive the signed contract, we will confirm the production and shipment schedule.

Best regards,
[Your name]
[Your title]
[Your company]

Договор купли-продажи (на подпись) →

Попросите покупателя открыть аккредитив на условиях, которые вы можете выполнить: бенефициар, сумма, срок, даты отгрузки и истечения, документы и расходы, и сначала прислать проект.

Dear [Name],

Thank you for your order [PO number]. As agreed, payment will be by irrevocable letter of credit. To avoid amendments later, please ask your bank to issue the credit with the following terms:

Beneficiary: [our exact company name and address]
Advising bank: [our bank, SWIFT code]
Amount: [amount] ([currency]), [with / without] a tolerance of [+/- 10%]
Available [at sight / [number] days after B/L date] by [negotiation / payment] with [any bank / our bank]
Goods: [short description], Incoterms 2020: [Incoterm and place]
Port of loading / discharge: [port of loading] / [port of discharge]
Latest shipment date: [date]
Partial shipments: [allowed / not allowed]  Transhipment: [allowed / not allowed]
Documents: commercial invoice, packing list, full set of bills of lading, [certificate of origin], [insurance certificate under CIF]
Presentation period: [21] days after shipment, within the validity of the credit
Expiry date and place: [date], [our country]
Charges outside your country: for [beneficiary / applicant]
Subject to UCP 600.

Please send us the draft of the credit before it is issued, so we can check that we can meet every term.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос на открытие аккредитива →

Для покупателей: отправьте поставщику заказ (PO) и попросите подтвердить его и выставить проформа-инвойс.

Dear [Name],

Please find attached our Purchase Order [PO number] dated [date]:

Products: [products]
Amount: [amount] ([Incoterm and place], Incoterms 2020)
Payment terms: [payment terms]
Latest shipment date: [ETD]
Ship to: [port of discharge]

Please confirm the order by signing and returning the purchase order, or send us your proforma invoice with the expected shipment date. Please show our PO number on the commercial invoice, the packing list and the cartons.

Best regards,
[Your name]
[Your title]
[Your company]

Заказ поставщику (PO) →

Подтвердите заказ покупателя (PO): товары, сумма, условия и ожидаемая дата отгрузки.

Dear [Name],

Thank you for your purchase order [PO number]. We confirm the order as follows:

Products: [products]
Amount: [amount]
Terms: [Incoterm and place] (Incoterms 2020)
Payment: [payment terms]
Estimated shipment: [date]

Our proforma invoice [invoice number] is attached. We will keep you updated on production and shipment.

Best regards,
[Your name]
[Your title]
[Your company]

Подтверждение заказа →

Заблаговременно сообщите покупателю об изменении цен: новые цены, с какой даты они действуют, причина и что будет с открытыми заказами.

Dear [Name],

Thank you for your continued business. We are writing to let you know that our prices for [products, e.g. [products]] will change from [effective date].

The reason is [for example higher raw material, energy or freight costs]. We have kept the increase as small as we can: [average change, e.g. +4%]. The new price list is attached.

Orders confirmed before [date] will be supplied at the current prices. [Orders placed by [date] will also keep the current prices.]

We value our cooperation and would be glad to discuss volumes or delivery planning that could help. Please let us know if you have any questions.

Best regards,
[Your name]
[Your title]
[Your company]

Уведомление о повышении цен →

Вежливое напоминание, если оплата просрочена.

Dear [Name],

This is a friendly reminder that payment of [amount] for invoice [invoice number] (your order [PO number]) was due on [due date], and we have not yet received it.

If you have already paid, please send us a copy of the bank slip so that we can trace the payment. If there is a problem, please let us know and we will find a solution together.

Thank you for your prompt attention.

Best regards,
[Your name]
[Your title]
[Your company]

Напоминание об оплате →

Попросите покупателя внести изменения в аккредитив, если его условия не совпадают с договором купли-продажи или проформа-инвойсом.

Dear [Name],

Thank you for opening the letter of credit [L/C number] for order [PO number]. We have checked it against our sales contract and proforma invoice, and the following points need an amendment before we can ship:

1. [Clause]: the credit says [current wording]; please change it to [correct wording].
2. [Clause]: the credit says [current wording]; please change it to [correct wording].

For reference, our agreed terms are:
Products: [products]
Amount: [amount] ([Incoterm and place], Incoterms 2020)
Payment terms: [payment terms]
Shipment: from [port of loading] to [port of discharge], on or about [ETD]

Please ask your bank to issue the amendment as soon as possible and send us a copy, so that we can ship on time.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос на изменение аккредитива →

Ответьте на драфт коносамента от перевозчика или экспедитора: утвердите его или перечислите исправления до выпуска оригиналов.

Dear [Name],

Thank you for the draft bill of lading for booking [booking number] ([vessel / voyage], [port of loading] to [port of discharge]).

[We have checked the draft and confirm it is correct. Please issue the bill of lading as shown.]

[Please make the following corrections before issuing the bill of lading:
1. [Field]: change "[current wording]" to "[correct wording]".
2. [Field]: change "[current wording]" to "[correct wording]".]

For reference, our shipping instruction and commercial invoice [invoice number] show: shipper [Your company], consignee [as required by the contract or letter of credit], [number] packages, gross weight [weight] kg, measurement [volume] CBM.

Please send us the revised draft for a final check before the originals are issued.

Best regards,
[Your name]
[Your title]
[Your company]

Утверждение или исправление драфта B/L →

Попросите перевозчика или экспедитора исправить уже выпущенный B/L: какое поле, какая формулировка вам нужна и почему.

Dear [Name],

Please amend the following bill of lading:

B/L number: [B/L number]
Vessel / voyage: [vessel / voyage]
Port of loading / discharge: [port of loading] / [port of discharge]

Corrections:
1. [Field]: change "[current wording]" to "[correct wording]".
2. [Field]: change "[current wording]" to "[correct wording]".

Reason: [for example, the consignee must read exactly as in the letter of credit].

[The original bills of lading have not been released yet. / We will return the full set of original bills of lading to your office today.]

Please let us know the amendment charge, if any, and send us the corrected draft for approval before the corrected bills are issued.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос на изменение B/L →

Сообщите покупателю, что груз отправлен: судно, порты, даты, номера B/L и контейнеров, количество мест.

Dear [Name],

We are pleased to inform you that your order [PO number] has been shipped:

Vessel / voyage: [vessel / voyage]
Port of loading: [port of loading]
Port of discharge: [port of discharge]
ETD: [ETD]
ETA: [ETA]
B/L No.: [B/L number]
Container No.: [container number]
Packages: [number] cartons, gross weight [weight] kg, [volume] CBM
Invoice amount: [amount]

Attached are copies of the commercial invoice, the packing list and the bill of lading. [The original documents will be sent by courier. / The B/L will be released by telex after payment of the balance.]

Please arrange the import customs clearance with your broker, and let us know if you need anything else.

Best regards,
[Your name]
[Your title]
[Your company]

Уведомление об отгрузке (Shipping Advice) →

Отправьте копии инвойса, упаковочного листа и B/L и сообщите, как будут отправлены или выданы оригиналы.

Dear [Name],

Please find attached copies of the shipping documents for your order [PO number]:

- Commercial invoice [invoice number]
- Packing list
- Bill of lading [B/L number]
- [Certificate of origin]

[The original documents were sent today by courier, tracking number [number]. / We will release the B/L by telex once we receive the balance of [amount].]

Please check the documents and tell us right away if anything needs to be corrected.

Best regards,
[Your name]
[Your title]
[Your company]

Отгрузочные документы →

Отправьте покупателю или таможенному брокеру исправленный коммерческий инвойс: что было неверно, что изменилось и какой документ заменяет какой.

Dear [Name],

Please find attached the corrected commercial invoice [invoice number] for order [PO number], which replaces the version sent on [date].

What changed:
- [Field, e.g. quantity of item 2]: [old value] -> [new value]
- [Field]: [old value] -> [new value]

The total amount is now [amount] ([Incoterm and place], Incoterms 2020). [The packing list and certificate of origin are unchanged. / The corrected packing list is also attached.]

We apologise for the error. If the goods have already been declared, please let us know whether your customs broker needs anything else from us.

Best regards,
[Your name]
[Your title]
[Your company]

Исправленный коммерческий инвойс →

Попросите перевозчика или экспедитора выдать груз по telex release: вы сдаёте оригиналы коносамента в порту отправления, а грузополучатель получает груз без них.

Dear [Name],

Please arrange a telex release of the bill of lading for the following shipment, so that the consignee can take delivery without the original bills:

B/L number: [B/L number]
Vessel / voyage: [vessel / voyage]
Port of loading: [port of loading]
Port of discharge: [port of discharge]
Consignee: [Buyer company]
Commercial invoice: [invoice number]

[The full set of original bills of lading is attached / will be returned to your office today.] [All charges for our account have been paid.]

Please confirm in writing once the release has been sent to the port of discharge, and send us the surrendered B/L copy so that we can pass it to the consignee.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос telex release →

Заранее сообщите покупателю о новой дате отгрузки и причине.

Dear [Name],

We are sorry to inform you that the shipment of your order [PO number] will be delayed. The new estimated shipment date is [new date], because [reason].

We are doing everything we can to keep the delay as short as possible and will keep you updated. [To make up for the delay, we can offer ...]

We apologise for the inconvenience and thank you for your understanding.

Best regards,
[Your name]
[Your title]
[Your company]

Уведомление о задержке →

Запросите у экспедитора ставку фрахта, указав нужные ему данные о грузе.

Dear [Name],

Please quote your best rate for the following shipment:

From: [port of loading]
To: [port of discharge]
Incoterms: [Incoterm and place]
Cargo: [products]
Packages: [number] cartons, gross weight [weight] kg, volume [volume] CBM
Service: [FCL 1 x 20ft / LCL / air]
Cargo ready: [date]
Dangerous goods: [no / UN number and class]

Please include the transit time, the sailing schedule, the free time at destination and all local charges, and tell us how long the rate is valid.

Best regards,
[Your name]
[Your title]
[Your company]

Запрос ставки фрахта →

Попросите экспедитора или перевозчика забронировать отправку после принятия ставки.

Dear [Name],

Please book the following shipment as quoted [quote reference]:

Shipper: [Your company]
Consignee: [Buyer company]
From [port of loading] to [port of discharge], [Incoterm and place]
Cargo: [products]
Packages: [number] cartons, [weight] kg, [volume] CBM
Equipment: [1 x 40ft HC]
Cargo ready / pick-up: [date and address]

Please send the booking confirmation with the vessel, the ETD, the cut-off times and the empty container pick-up details. Our shipping instructions will follow.

Best regards,
[Your name]
[Your title]
[Your company]

Заявка на букинг →

Отправьте перевозчику или экспедитору проверенную массу брутто каждого загруженного контейнера до cut-off по VGM, как требует SOLAS.

Dear [Name],

Please find below the verified gross mass (VGM) for our shipment [vessel / voyage], [port of loading] to [port of discharge]:

Booking number: [booking number]
Container number: [container number]
Seal number: [seal number]
Verified gross mass: [weight] kg
Method: [Method 1, packed container weighed / Method 2, contents weighed plus container tare]

Responsible party (shipper): [Your company]
Authorised person: [NAME IN CAPITALS]
Date of weighing: [date]

Please confirm receipt and let us know if anything else is needed before the VGM cut-off.

Best regards,
[Your name]
[Your title]
[Your company]

Передача VGM →

Сообщите покупателю, что образцы в пути, и укажите трек-номер.

Dear [Name],

We have sent the samples you asked for by [courier], tracking number [number]. They should arrive in about [number] days.

The samples are free of charge, and the courier invoice is marked "Samples of no commercial value". [Any import duties and taxes are paid by the receiver.]

We look forward to your feedback.

Best regards,
[Your name]
[Your title]
[Your company]

Образцы отправлены →

Для покупателей: сообщите поставщику, что платёж отправлен, и приложите банковский документ о платеже.

Dear [Name],

We have sent the payment of [amount] for our order [PO number] (your invoice [invoice number]) today by T/T. The bank slip (SWIFT MT103) is attached.

Please confirm when you receive it and let us know the shipment date. [This is the deposit. / This is the balance; please release the documents.]

Best regards,
[Your name]
[Your title]
[Your company]

Платёж отправлен (поставщику) →

Поблагодарите покупателя за оплату и подтвердите следующий шаг.

Dear [Name],

We have received your payment of [amount] for invoice [invoice number]. Thank you!

[We will ship your order on [date]. / The original documents will be sent today.]

We appreciate your business and look forward to your next order.

Best regards,
[Your name]
[Your title]
[Your company]

Оплата получена →

Ответьте на рекламацию по повреждению или недостаче и запросите нужные вам доказательства.

Dear [Name],

Thank you for letting us know about [the damage / the shortage] in the shipment of your order [PO number] (invoice [invoice number]). We are sorry for the trouble.

To check the case, please send us:
- photos of the goods and of the packaging
- the delivery receipt or survey report with the remarks made at delivery
- the carton numbers concerned

[If the goods were insured, please also notify the insurer or its local agent and keep the damaged goods until the survey.]

We will reply within [number] working days with our proposal.

Best regards,
[Your name]
[Your title]
[Your company]

Ответ на рекламацию →

Письменно сообщите перевозчику о повреждении или недостаче, обнаруженных при выдаче груза, возложите на него ответственность и запросите совместный осмотр в установленный для уведомления срок.

Dear [Name],

We hereby give you notice of [damage to / shortage of] the cargo below, found [at delivery on [date] / when the container was opened on [date]].

B/L number: [B/L number]
Vessel / voyage: [vessel / voyage]
Port of discharge: [port of discharge]
Container / seal number: [container number] / [seal number]
Goods: [description], [number] packages

What we found: [for example: 12 cartons crushed and wet, seal intact / 3 cartons missing, seal number different from the B/L].

[The damage was noted on the delivery receipt / equipment interchange receipt.] Photos are attached.

We hold you responsible for this loss or damage and will send our claim with the amount once it is known. Please [attend a joint survey on [date] at [place] / let us know your surveyor's details] and confirm that you have received this notice.

We reserve all our rights under the contract of carriage.

Best regards,
[Your name]
[Your title]
[Your company]

Уведомление перевозчику о повреждении груза →

Оспорьте счёт за демередж или детеншн от перевозчика, NVOCC или терминала: счёт и данные контейнера, почему начисление неверно и что вы просите.

Dear [Name],

We dispute the [demurrage / detention] invoice below and ask you to [waive / reduce / refund] the charge.

Invoice number and date: [invoice number], [invoice date]
B/L number: [B/L number]
Container number(s): [container numbers]
Port: [port]
Amount invoiced: [amount]

Reasons:
1. [For example: the invoice counts [number] free days, but our service contract / your tariff gives [number] days ([contract number and section / tariff rule]).]
2. [For example: the container could not be picked up or returned from [date] to [date] because [the terminal was closed / no appointments were available / a hold not caused by us]; the notices are attached.]
3. [For example: the invoice does not show the start and end dates of the free time or the tariff rule and rate applied.]

[For shipments to or from the US: under the Federal Maritime Commission's billing rules (46 CFR Part 541), a demurrage or detention invoice must show, among other things, the B/L and container numbers, the free time with its start and end dates, the dates charged, and the tariff rule or contract and the rate applied, and the billed party has at least 30 days from the invoice date to request a waiver, refund or reduction. We are sending this request within that period.]

Please confirm that you have received this request, keep the invoice on hold while you review it, and let us know your decision. Attached: [the invoice, terminal notices, gate-in and gate-out records, our earlier correspondence].

Best regards,
[Your name]
[Your title]
[Your company]

Спор по счёту за демередж или детеншн →