外贸最累的不是谈客户，是把单证做得又快又稳。新人常见问题不是不会写，而是没有一套能直接套用的模板。我把常用的单证模板、退税资料准备思路和沟通话术放在一篇里，拿去就能上手。
外贸通用英文单证模板
以下模板是简化版，字段可以根据你的产品和客户要求增减。先把基本结构跑通，再逐步精细化。
形式发票模板（Proforma Invoice）
PROFORMA INVOICE
PI No.: ____________
Date: ____________
Seller:
Company Name:
Address:
Tel:
E-mail:
Buyer:
Company Name:
Address:
Tel:
E-mail:
Payment Terms: ____________
Port of Loading: ____________
Port of Discharge: ____________
Delivery Time: ____________ days after receipt of deposit
Validity: ____________ days
Item | Description | HS Code | Qty | Unit | Unit Price | Amount
Total Quantity: ____________
Total Amount: ____________ (USD/EUR/GBP)
This Proforma Invoice is for confirmation only, not for customs clearance.
Signature & Stamp:
Name:
Title:商业发票模板（Commercial Invoice）
COMMERCIAL INVOICE
Invoice No.: ____________
Date: ____________
Seller:
Buyer:
Contract No.: ____________
B/L No.: ____________
Vessel / Flight: ____________
Item | Description of Goods | Qty | Unit | Unit Price | Total Amount
Total Value: ____________
Country of Origin: P.R. China
Signature:装箱单模板（Packing List）
PACKING LIST
Invoice No.: ____________
Date: ____________
Seller:
Buyer:
Item | Description | Qty | CTNS | N.W.(kg) | G.W.(kg) | Measurement(CBM)
Total Packages: ____________ CTNS
Total N.W.: ____________ KGS
Total G.W.: ____________ KGS
Total Volume: ____________ CBM
Signature:销售合同模板（Sales Contract）
SALES CONTRACT
Contract No.: ____________
Date: ____________
The Seller:
The Buyer:
Description & Specification: ____________
Quantity: ____________
Unit Price: ____________
Total Amount: ____________
Packing: ____________
Port of Loading: ____________
Port of Destination: ____________
Time of Shipment: ____________
Payment Terms: ____________
Insurance: To be covered by ____________
The Seller The Buyer
Signature: ____________ Signature: ____________
Stamp: ____________ Stamp: ____________订舱委托书模板（Booking Note）
BOOKING NOTE
Shipper: ________________________
Consignee: ________________________
Notify Party: ________________________
Port of Loading: ____________
Port of Discharge: ____________
Description of Goods: ____________
No. of Packages: ____________
Gross Weight: ____________ KGS
Measurement: ____________ CBM
Trade Term: FOB / CIF / CFR
Signature:
Date: ____________出口退税资料准备说明
退税材料不是越多越好，而是要齐全、能对应上。常见必备资料一般包括出口货物报关单退税联、出口商业发票、增值税专用发票进项、银行收汇水单、外销合同、提单或运单、物流运输单据例如装箱单和订舱委托书、出口退税申报表。每一份材料都要对上同一笔业务的金额、数量与货描，错一个字段就会被打回。
常用沟通话术
报价确认话术
您好，已根据您的规格和数量完成报价，请查收附件 PI。
如需调整包装或付款条件，请直接回复，我会同步更新。
Hi, the quotation is ready based on your specs and quantity. Please find the PI attached.
If you need any change on packing or payment terms, just let me know and I will revise it.样品进度话术
样品已进入生产环节，预计在 ___ 日完成并安排寄出。
寄出后我会把运单号第一时间发给您。
Samples are in production now and are expected to be ready by ___.
I will send you the tracking number once shipped.催款提醒话术
为确保交期，请您在 ___ 日前安排定金。
收到款项后我们立即排产，并同步生产计划。
To secure the delivery time, please arrange the deposit before ___.
Once received, we will start production and share the schedule.填表与落地小教程
拿到询盘后先开 PI，把付款条款和交期写清楚，客户确认后再做合同。合同里的数量、单价、总额一定要与 PI 完全一致，后续商业发票和装箱单也要沿用同一套货描与数量口径。订舱委托书通常由货代要求提供，先用模板填，等船公司信息出来再补完整。所有单证的日期逻辑要顺，先有 PI，再有合同，装运后出商业发票，别让时间顺序乱掉。
常见坑
最容易踩的坑是货描不一致，PI 写“plastic parts”，商业发票写“PVC components”，海关和退税系统会当成两种货。还有金额不一致，合同和发票金额不匹配，会卡在银行收汇和退税审核。最后是收汇水单的币种和发票币种不一致，能做但会被要求补充说明，进度会被拖慢。
