Subject: Company introduction to establish business ties in COUNTRY NAME

To,

The Indian Embassy,

<COUNTRY NAME>

Dear SIR/MADAM,

We are <COMPANY NAME>, a company that specialises in the manufacture, supply and export of <PRODUCT NAME>. We would like to introduce ourselves to you as we wish to do business in <COUNTRY NAME> and require your help in this.

As a representative of India, the Indian embassy in <COUNTRY NAME> is known to help entrepreneurs from India build trade ties with businesses there. Therefore, we would be grateful if you could provide us with the details of prominent buyers, importers, wholesalers and traders of our product. We would also appreciate your help in making contact and getting acquainted with those businesses.

Over the past <XX> years, our company has built a reputation for quality products, ethical practices and trustworthy service. You will not regret helping us gain a foothold in <COUNTRY NAME>.

Included here are our company details:

• Company name: <COMPANY NAME>
• Business type: <Manufacture/supply/export>
• Year of establishment: <DATE/MONTH/YEAR>
• Product: <PRODUCT NAME>
• Production capacity: <XX tons/month>
• Registration/affiliation: <NAME OF GOVT/TRADERS’ BODY>
• Target customers: <Importers/wholesalers/traders/suppliers>

We look forward to your cooperation.

Thank you,

<YOUR NAME>

Subject: Business introduction

Dear MR/MS <NAME>,

We, <COMPANY NAME>, are a company that manufactures, supplies and exports <PRODUCT NAME>. Since its establishment in <DATE/MONTH/YEAR>, our company has made a name for itself in the <PRODUCT NAME> market. That is because we believe in making only the highest quality products and supplying the same to our valued customers. We are proud of our skilled workforce, our knowledge of the market in India and abroad, and our commitment to providing the very best in customer service.

As we look to take our business to greater heights, we hope to be able to work with your esteemed organisation/company. Attached below is a detailed business proposal. You may also visit our website <LINK> to find out more about us.

Feel free to contact us if you have any queries. We can also schedule a meeting at a time of your convenience. Looking forward to hearing from you.

Thank you,

<YOUR NAME>

Subject: Quotation and product specifications

Dear MR/MS <NAME>,

Thank you for your interest in our <PRODUCT NAME>. As requested by you, we, <COMPANY NAME>, have put together relevant details of our product, including the price. You will find our price reasonable and our quality of the highest level. We also assure you of the best service.

• Product: <PRODUCT NAME (HS CODE)>
• Price per unit: <$XX>
• Total price: <$XX>
• Price valid for: <XX days>
• Payment terms: <XX% advance, balance on delivery>
• Delivery time: <XX days>
• Port of origin: <NAME>
• Port of destination: <NAME>

Feel free to contact us for clarifications and/or queries, or if you wish to receive a product sample. We would appreciate your response by <DATE/DAY>.

Thank you,

<YOUR NAME>

Subject: Sample shipped, invoice attached

Dear <SIR/MADAM>,

As requested, we are pleased to provide you with samples of our <PRODUCT NAME>. We are confident that you will not be disappointed with the quality.

The samples have been shipped to the address provided by you and are scheduled to reach you within <XX days>. We charge <$XX> per sample and have included the invoice for this with this email. Some invoice details follow:

• Invoice number: <XXXX>
• Invoice date: <DATE/MONTH/YEAR>
• Product sample: <PRODUCT NAME>
• Number of pieces: <XX>
• Price per sample: <$XX>
• Total sample price: <$XX>
• Country of origin: <NAME OF YOUR COUNTRY>
• Country of destination: <NAME OF BUYER’S COUNTRY>

Kindly acknowledge receipt of the samples once delivered. We look forward to your feedback and to taking this partnership further.

Thank you,

<YOUR NAME>

Subject: Discussion regarding terms of purchase

Dear MR/MS <NAME>,

Thank you for your interest in our <PRODUCT NAME>. You have conveyed your requirement for <XX> pieces of our product by <DATE/MONTH/YEAR>. We would be delighted to fulfil this order and can guarantee that the required number of goods will be delivered to you by your stated date. However, the price per product you are willing to pay, which is <$XX>, does not meet our manufacturing and shipping costs. We can sell you the products for <$XX> a piece. You will not find a more competitive rate for the quality we are offering. Therefore, we humbly urge you to reconsider your price.

We look forward to a deal that is favourable to both parties. Feel free to contact us at any time for further discussions. You can call us at <CONTACT NUMBER>.

Thank you,

<YOUR NAME>

Subject: Shipment advice

Dear MR/MS <NAME>,

We are pleased to inform you that your consignment of <PRODUCT NAME> was dispatched by ship on <DATE/MONTH/YEAR> as per our contract <(CONTRACT NUMBER)>. It is scheduled to reach the port of destination in <XX> days. Please find below the shipment details:

• Consignee: <NAME, ADDRESS, CONTACT DETAILS>
• B/L No: <XXXXXX>
• Carrier: <CARRIER NAME>
• Port of origin: <NAME>
• Port of destination: <NAME>
• Product: <PRODUCT NAME>
• Quantity: <XX PIECES/TONS>
• Weight: <XX kg>
• Price: <$XX>
• Invoice No: <XX>

Our team will send you regular status updates of your shipment. You may also track it on the <CARRIER NAME> website <(LINK)>. We are available for any further queries.

Thank you,

<YOUR NAME>

Subject: Shipment delay/Transhipment delay/Shutout

Dear MR/MS <NAME>,

We regret to inform you that your shipment of <XX PIECES/TONS> of <PRODUCT NAME> has been delayed due to <CAUSE OF DELAY>. Your shipment will now reach you by <DATE/MONTH/YEAR>.

We apologise for the delay and for any problem this might cause your business. In our sincere effort to soften the blow, we have arranged <MENTION MITIGATION ACTION TAKEN BY YOUR COMPANY>.

Please accept our apologies once again. We hope we can look past this setback and continue doing business together.

Thank you,

<YOUR NAME>

Subject: Goods received

Dear MR/MS <NAME>,

We at <COMPANY NAME> acknowledge the receipt in full of the <PRODUCT NAME> detailed under <INVOICE NUMBER>. Furthermore, the <PRODUCT NAME> has been found to meet our standards.

We appreciate the care taken by you to meet our conditions. We look forward to the same prompt service in our future dealings.

Thank you,

<YOUR NAME>

Subject: Proof of delivery

Dear MR/MS <NAME>,

We trust you are doing well. I have received a proof of delivery statement from the <SERVICE PROVIDER NAME> and am forwarding the same to you. From the statement, which has been signed by you, we gather that the shipment of <PRODUCT NAME> reached you on the scheduled date and in good condition.

Please acknowledge by email that you have received a copy of the proof of delivery. We also request you to share the copy with the issuing bank so that it can proceed with the payment for the goods under the terms of the Letter of Credit <(MENTION LETTER OF CREDIT NUMBER)>.

We thank you for your business and hope to be of service to you again.

Thank you,

<YOUR NAME>

Subject: Request for payment of outstanding balance

<DATE OF EMAIL>

Dear MR/MS <NAME>,

We trust you are doing well. Our records indicate that you have an outstanding balance of <$XX> towards a consignment of <PRODUCT NAME> shipped by us on <SHIPMENT DATE> and received by you on <DELIVERY DATE>. The due date for this payment was <DUE DATE>. Please find attached a copy of the invoice <(MENTION INVOICE NUMBER)>.

Please make the payment by <NEW DUE DATE>. If not, we will be compelled to STATE LATE PAYMENT ACTION TO BE TAKEN BY YOUR COMPANY. If you have already made the payment, ignore this email and accept our apologies for any inconvenience caused.

Thank you for your cooperation. We hope to continue to do business with you.

Thank you,

<YOUR NAME>