How to Write a Professional Export Email to Buyers: A Complete Guide
How to Write a Professional Export Email to Buyers: Reaching out to international buyers by email is an important step for exporters who are looking to establish long-term business relationships. New to exports or seasoned exporter, getting the message right can unlock new markets and new business opportunities. We’ll guide you through writing a professional export email that gets seen — and most importantly, gets responded to.
1. Begin with an Appropriate Subject Line
Your subject line is the initial impression that you create. Keep it basic, concise, and to the point. For instance:
- “Premium Basmati Rice from Pakistan – Export Offer”
- “Copper Ore Supply – Direct from Mines – NVJ Industries“
Ensure that it captures the essence of your message.
2. Employ a Professional and Respectful Greeting
Always greet your email professionally. Use the buyer‘s name, if available, like so:
- “Dear Mr. Smith,”
- “Dear Purchasing Manager,”
It is polite and personal in its approach.
3. Be Introductory about Yourself and Company
In the opening sentences, have a short introductory paragraph mentioning yourself and the work of your company. Like so:
“My name is Narinder, and I am with NVJ INDUSTRIES, one of the leading exporters of Mine & Minerals, and Clay Pot from Pakistan. We are established since 2009 and cater to international markets with quality, products.”
This establishes credibility immediately.
4. State the Purpose of the Email Clearly
Now, get to the point. Inform the buyer why you’re writing:
- “We are writing to introduce our new line of 100% natural spices, perfect for your wholesale and retail markets.”
- “We would like to present our current inventory of 30-40% manganese ore, ready for immediate shipping.”
Keep it simple and to the point — clarity beats fancy language.
5. Highlight Key Product Information
Provide specific details about the product you’re offering:
- Product name and specifications (mesh size, purity, moisture level)
- Packaging type and size
- Minimum order quantity (MOQ)
- Port of loading
- Country of origin
- Certifications, if any
For example:
“Our Pink Salt is available in granular, fine, and powder forms, packed in 1kg to 25kg PP bags. MOQ: 20 tons. Origin: Pakistan.”
Use bullet points if needed for better readability.
6. Attach a Company Profile or Product Catalog
Mention that you’re attaching a company profile, brochure, or catalog. This helps the buyer understand more about your capabilities.
- “Please find attached our product catalog and company introduction for your review.”
Make sure your attachment is professionally designed and easy to read.
7. Call to Action (CTA)
Encourage the buyer to respond or ask questions:
- “Please inform us if you would like to become a customer or if you want samples or additional information.”
- “We would be glad to quote you on price and terms based upon your target market.”
A CTA provides direction and improves the likelihood of response.
8. Use a Professional Email Signature
Close your email with a full signature that contains:
- Full name
- Designation
- Company name
- Website
- WhatsApp number
- Address
For instance:
Best regards,
Narinder
Export Manager
NVJ INDUSTRIES
🌐 www.nvjindustries.com.pk
📧 info@companyname.com
📞 WhatsApp: +92-300-1234567
🏢 Karachi, Pakistan
How to Write a Professional Export Email to Buyers (Complete Sample Message Format)
Subject: High-Quality Pink Salt from Pakistan – Export Offer
Dear Import Manager,
I hope you are doing well. I’m Ali from SaltLand Exports, a leading supplier of Himalayan Pink Salt based in Pakistan.
We specialize in natural edible salt, salt lamps, and industrial grade pink salt. Our products are Halal certified and packed under strict quality control.
We currently supply to clients in the Gulf and are now expanding in the UAE market. Please find attached our product catalog and price list. Samples are available upon request.
Looking forward to hearing from you.
Best Regards,
Ali Shah
Export Manager – SaltLand Exports
📞 +92-300-XXXXXXX
✉️ info@saltland.pk
🌐 www.saltland.pk
How to Write a Professional Export WhatsApp Message Template
Hello [Buyer’s Name],
My name is [Your Name], Export Manager at [Your Company Name], based in Pakistan.
We specialize in exporting Himalayan Pink Salt in various forms, including:
✅ Edible Pink Salt (Fine & Coarse) – Food Grade
✅ Salt Lamps & Decorative Products
✅ Industrial Bulk Rock Salt (De-icing, Bath Salt)
Our products are 100% natural, ISO & Halal Certified, and currently exported to clients across the Middle East, Europe, and the USA.
I would be happy to share our catalog, packaging options, and competitive price list with you.
Let me know if you’d like samples or more details. Looking forward to hearing from you!
Best regards,
[Your Name]
📞 +92-XXX-XXXXXXX
✉️ info@yourcompany.com
🌐 www.yourcompany.com (if available)
Final Tips for Success
- Keep it short and clear: Busy buyers appreciate brevity.
- Avoid grammatical errors: Use tools like Grammarly or have someone proofread.
- Follow up: If no response in 5–7 days, follow up politely.
Conclusion
Composing a professional export email doesn’t need flawless English — it needs clarity, confidence, and courtesy. With the format and advice given above, you can reach buyers all over the world and showcase your products in the best possible way.
If you require a sample template, please let us know and we’ll be glad to provide one for you!
