Dear Water,

　I am sorry but I can not pay samples as my company policy. Anyhow I will tell you that I will pay transportation fee by TNT. Our courier number is 123456.

　Please send it to this address:

　Xxx System S.L.

　Poligono Industrial de Cabanillas

　19171. Guadalajara (Spain)

　Send it to my attention

　If you want us to work with you, you will have to make an effort. Please take note that we do not want this sample to get profits, only for testing purpose, so it is necessary to test it to start working.

　Thank you,

　Javier Ayllon

　Reply to the above

　Dear Javier,

　Thanks for your kind support to me first.

　Regarding sample charges, I really hope we can find a way to move forward the project. It is honored for me and our company to work with you and your company. And be sure that we can start the initial order soon.

　For the point of charges, I really hope you can do me a favor. We understand xxx is a big company, you have your own rules for samples. And I know the sample charges is a small monry. But we are a factory, it is not small money for us if we offer free samples to all customers. We believe it is fair for every customer to buy samples. And we got the support from other customers, too. Please kindly help us on this point. We must give you a better price then.

　Javier, we definitely hope we can do more for customers and always do the best. When we start the cooperation and work better and better, believe we can offer you more and more. But now we hope you can do your part to pay the charges for samples. Shall we get your understanding and support?

　Looking forward to hearing from you soon.

　Best regards,

　Water

　Notes

　1. 對待客戶的拒絕，不必不知所措。因為這是我們每天都要面對的問題，客戶只是拒絕而已，不是說完全沒有希望。文中，客人表示需求樣品，這是對自己工作的支持。一句感謝，輕松地久表達了自己的心意，以此開篇也很自然。

　2. 目標明確，就是說法客戶付款。所以必須情真意切。描述不羅嗦，也不能太簡單。羅嗦了會讓人看得辛苦，太簡單了沒有體現出誠意。撰寫郵件不能遺漏需要轉告的重要信息。另外需要注意的是，表述和單詞沒有拼寫錯誤，字體和顏色是大家常用的。甚至在郵件發出去之后再重復查看，如有不當的地方，記錄并在下次改進，一旦形成習慣之后，撰寫郵件所需的時間就很少了。