100 export sales message templates for WhatsApp and email

How to use these templates

These 100 templates follow the order of a typical export deal, from the first reply to a buyer’s inquiry through to after-sales, follow-ups and holiday notices. There are 10 groups of 10. Use a template on its own, or combine two or three into one message.

• Replace every placeholder. Words in square brackets, such as [name], [model], [qty], [price], [date] and [port], must be replaced with real details. Check that none are left before you send.
• Match the tone to the buyer. With a long-standing customer you can be brief. With a new buyer, and for quotes, PIs and complaints, write in full, polite sentences.
• Check numbers and dates. Confirm the price, quantity, currency, Incoterm and lead time every time. Dates are read differently around the world: 03/04 can mean 3 April or 4 March, so write 4 March instead.
• One topic per message. Keep WhatsApp messages short, focus on one thing and end with a clear question.
• Make it yours. Templates are a starting point. Add details from your earlier conversation so the buyer feels they are talking to a person, not reading a broadcast.

First contact after an inquiry (1–10)

The buyer has made the first move, through WhatsApp, your website, a B2B platform or at your trade show booth. Reply promptly, show that you have read their message, and ask only the questions you need to prepare a quote.

1. Hi [name], thank you for your inquiry about [model]. This is [your name] from [company] in [city], China, and I’ll be looking after your request.
2. Thanks for getting in touch after visiting our booth at [trade show]. Here are the details of the [product] you looked at.
3. Thank you for your interest in [product]. To prepare an accurate quote, could you confirm the quantity, size and material you need?
4. Do you have a drawing, a photo or a reference sample? It will help us check the details quickly.
5. Which destination port should we quote to, and do you prefer FOB, CIF or EXW?
6. When do you need the goods? This helps us plan the production schedule.
7. Is this for a new project, or are you looking for an alternative to your current supplier?
8. We have been making [product] for [number] years, mainly for buyers in [markets]. Would our catalog be useful?
9. Our MOQ for [model] is [qty] pcs per color. Would that work for your first order?
10. I’ll send our quote by [date]. If a colleague handles the purchasing decision, I’m happy to send the details to them as well.

Quotes and prices (11–20)

A quote message should stand on its own: unit price, currency, Incoterm with a named place, the quantity it is based on, lead time and validity. Use currency codes such as USD or EUR rather than symbols, and say clearly what is and is not included.

11. Here is our quote for [model]: [currency] [price] per pc, [Incoterm] [port], based on [qty] pcs.
12. Lead time is [number] days from receipt of your deposit and approval of the final sample.
13. This quote is valid until [date], as raw material prices change often.
14. The price includes standard export cartons. Custom packaging is quoted separately.
15. For larger orders we can offer tiered prices: [qty 1] pcs at [price 1], [qty 2] pcs at [price 2].
16. The CIF [port] price is [currency] [price]. The freight part is an estimate and may change with the shipping market.
17. All prices are in [currency] and exclude import duties and taxes in your country.
18. The [option] version is [currency] [price] per pc, because it uses [material].
19. [model] is certified to [standard, e.g. CE]. I’ve attached the certificate and the full spec sheet.
20. If the quote works for you, I can prepare a PI for your confirmation.

Samples (21–30)

Samples are where many orders are won or lost. Be clear about cost, timing and courier, send photos before dispatch, and get the approved sample confirmed in writing so it becomes the standard for mass production.

21. We can send samples within [number] days after you confirm the details.
22. Could you share your courier account number (DHL, FedEx or UPS) for the sample shipment?
23. The sample cost is [amount], and we will refund it when you place the bulk order.
24. Here are photos and a short video of the sample before we ship it. Please check the color and the logo position.
25. The samples were sent today by [courier]. The tracking number is [number].
26. Have the samples arrived? Please share your feedback after testing.
27. For custom samples we need [number] days for tooling and [number] days for sampling.
28. We have noted your comments on [issue] and will send a revised sample by [date].
29. Please confirm the approved sample in writing. We will use it as the standard for mass production.
30. We will keep a sealed sample at our factory as the quality reference for your order.

Price negotiation (31–40)

Make every concession conditional, for example a lower price in exchange for a larger quantity or different payment terms. Watch soft words such as “could” and “consider”: if a translation drops them, a possibility turns into a promise.

31. I understand your budget. Let me check with my manager and get back to you by [date].
32. Our price reflects the materials and quality control we use. I’m happy to walk you through the cost breakdown.
33. If you can increase the quantity to [qty] pcs, we can offer [currency] [price] per pc.
34. We could consider a small discount if the payment terms are [terms].
35. To reach your target price, we could change [component] to [alternative]. Would that be acceptable?
36. This is our best price at this quantity, but we can include [item or service] at no extra cost.
37. Could you share the specs of the other offers you received? We’d like to compare like for like.
38. We can hold this price for a repeat order placed before [date].
39. I’m sorry, but we can’t go below [price] without affecting the quality we’ve promised you.
40. How about a trial order of [qty] pcs first, so you can check the quality? We can review the price for the next order.

Orders and payment (41–50)

Payment messages carry the highest stakes. Repeat the exact amount and currency, refer to the PI, and tell buyers that your bank details will never change by email or chat. Payment fraud often starts with a fake “new bank account” message.

41. Thank you for your order! I’ve attached the PI. Please check every detail and sign it back.
42. Our payment terms are a [percentage] T/T deposit, with the balance paid before shipment.
43. Production will start as soon as we receive your deposit.
44. Please check our bank details on the PI before paying. We will never change our bank account by email or chat message.
45. Could you send the bank slip so we can trace the payment?
46. We have received your deposit of [currency] [amount]. Thank you!
47. The balance of [currency] [amount] is due by [date]. We will release the shipping documents after payment.
48. Please confirm the consignee, notify party and delivery address for the documents.
49. For orders above [amount], we can also accept [L/C or other payment method].
50. If anything on the PI needs to change, please tell me before you make the payment.

Production updates and inspection (51–60)

Send updates before the buyer has to ask. Photos and short videos build trust. If there is a delay, say so early, give the reason and explain what you are doing about it.

51. Production update: [stage] is finished, and we are now working on [next stage].
52. The raw materials have arrived, and mass production will start on [date].
53. Here are some photos from the production line for your [model] order.
54. Everything is on schedule. We expect the goods to be ready on [date].
55. I’m sorry to let you know there will be a delay of [number] days because of [reason]. Here is what we are doing to catch up.
56. Our QC team will do the final inspection on [date]. You are also welcome to arrange a third-party inspection.
57. Please tell me the inspection company and date, so we can prepare the goods and the inspection area.
58. The inspection report is attached. The [item] noted in the report has been reworked.
59. Could you confirm the shipping marks and carton labels before we pack the goods?
60. Here are side-by-side photos of the bulk goods and the approved sample for your reference.

Shipping and documents (61–70)

Shipping messages are full of codes and dates: ETD, ETA, B/L numbers, vessel names. Double-check each one, and make it clear what you need from the buyer and by when.

61. The goods are ready. Please confirm the shipping date so we can book space.
62. Do you have a nominated forwarder, or would you like us to arrange the shipment?
63. We have booked [vessel name]: ETD [date], ETA [date].
64. The container was loaded today. Here are the loading photos.
65. Please find the draft B/L attached. Kindly check the consignee and the description of goods.
66. The shipping line has changed the schedule. The new ETA is [date].
67. Here are the commercial invoice, packing list and certificate of origin for customs clearance.
68. The original documents were sent by courier today. The tracking number is [number].
69. We will arrange the telex release as soon as we receive the balance payment.
70. Please let me know when the goods arrive, and whether you need anything else for customs clearance.

After-sales and complaints (71–80)

When a buyer complains, acknowledge the problem first, collect the facts, give a date for your answer and only then propose a remedy. Promise only what you can deliver, and keep the tone calm even if the buyer’s is not.

71. Thank you for telling us, and I’m sorry for the trouble this has caused.
72. Could you send photos or a video of the problem, together with the carton label and batch number?
73. How many pieces are affected? This will help us find the cause.
74. Please keep the defective items for now, as we may need them for analysis.
75. We are checking with our production and QC teams and will reply with our findings by [date].
76. We found the cause: [reason]. To stop it from happening again, we will [action].
77. We can send replacements with your next order or give you a credit of [currency] [amount]. Which do you prefer?
78. I understand your frustration. Let’s find a solution that works for both sides.
79. Here is a short installation and user guide that may help your customers.
80. Thank you for your patience. Has the issue been fully resolved on your side?

Follow-ups (81–90)

Follow up only in existing conversations, leave more time between each message, and give the buyer a reason to reply each time. When a buyer says no or asks you to stop, stop and note it in your records.

81. Hi [name], just checking whether you’ve had a chance to review our quote for [model].
82. One quick question: is the quantity still [qty] pcs, or has it changed?
83. Is there anything else you need from us to move forward with [project]?
84. We’ve just finished the new packaging design for [model]. Which of these two options is closer to what you need?
85. If it would help your decision, we can send a sample of [model] this week.
86. We have a production slot in [month]. If you confirm by [date], we can ship by [date].
87. We’ve just launched [new model], which may suit your market. Shall I send you the details?
88. I understand the timing may not be right. Would it be OK to check back with you in [month]?
89. I haven’t heard back, so I won’t follow up on this quote again. If your plans change, just reply here.
90. If you’re no longer interested, just let me know and I won’t follow up again. Thank you for your time.

Holidays and time zones (91–100)

Tell buyers about Chinese holidays well in advance, especially Chinese New Year, when many factories close for an extended period. Greet buyers for the holidays they actually celebrate, and always give times with a time zone.

91. Our factory will be closed for Chinese New Year from [date] to [date]. To avoid delays, please confirm orders by [date].
92. Please note that our office will be closed for China’s National Day holiday from [date] to [date].
93. Happy holidays! Our office reopens on [date], and I’ll reply to all messages then.
94. Merry Christmas, and best wishes to you and your team for the new year.
95. Ramadan Kareem. Wishing you and your family a peaceful and blessed month.
96. Eid Mubarak to you and your family!
97. Thank you for working with us this year. We look forward to continuing in the next.
98. Our office hours are [hours] Beijing time (UTC+8), Monday to [day]. I usually reply within [time].
99. Would [day] at [time] [city] time work for a short call? That is [time] in Beijing.
100. Thanks for your message. It’s evening here in China, so I’ll send you a full reply first thing tomorrow, Beijing time.

A 20-second check before you send

1. Have all placeholders in square brackets been replaced?
2. Are the price, currency, quantity, unit and Incoterm correct, with a named port or place?
3. Are dates written out, such as 4 March, so they can’t be misread?
4. Does the message end with one clear question or next step?
5. Is it going to the right buyer, in the right conversation?