Instructions

Please use these templates as guides for creating and sending messages to your suppliers.
While much of what is in these can simply be copied into a message, you will want to review
them to make sure that everything makes sense and that they include the appropriate
information for your message!

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The Initial Supplier Contact Message

Dear [Contact Name and Manufacturer]:

My name is [your full name] and I am the owner of [company name], a company specializing in
products for [insert your industry or area of interest here]. We are currently looking to expand
our product line and are interested in one of the items that you manufacture, the [insert product
name here and link as well].

Could you please provide me with the following additional information so that we can determine
if this is a good fit for our product line?

● Are you able to provide custom packaging?

● What color/logo options do you offer?
● What is the standard production time for each order?
● What is the price per unit (including packaging) at the following MOQs:
○ 100 to 500 pcs:
○ 501 to 1000 pcs:
○ 1001 to 5000 pcs:
○ 5001 and higher pcs:

Also, for estimating our shipping costs, can you please tell me the following:

● How many items usually come in a case?

● What are the dimensions of each case in cubic meters and kilograms?

I appreciate your time and look forward to hearing from you soon so that we can move forward
with our next order.

Regards,
Name, Title
Company
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The Sample Order Message

Dear [Contact Name and Manufacturer]:

Thank you for the information you provided regarding [insert product name here]. We are
interested in ordering this product after reviewing a product sample.

Could you please let me know how much would it cost to have a sample sent to our company at
the following address?

[Insert Company Name and Address]

Also, please let me know what types of payments you accept for samples (such as PayPal if
possible) and if you would be willing to credit us for the sample charge once we place a full
product inventory order.

Thank you and I look forward to hearing back from you.

Regards,
Name, Title
Company

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The Sample Tracker Message (if necessary)

Dear [Contact Name and Manufacturer]:

I just wanted to check with you to confirm that the sample of [insert product name here] did ship
out.

Can you please send me the tracking information so we can make sure it gets to our office? We
are very excited to receive it and try it out prior to placing our order.

Thank you and I look forward to hearing back from you.

Regards,
Name, Title
Company

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The Product Packaging Message

Dear [Contact Name and Manufacturer]:

We have reviewed the [insert product name here] sample and are very interested in pursuing
this as one of our next products. In order to do so, we will need to know what type of packaging
options you offer.

Are you able provide packaging for this product and, if so, what options do we have?
Preferably, we would like to have a template of the packaging design so we can send this to our
designer.

We would also like to include an instruction manual and small insert along with the product, so
please let us know if you are able to have those printed and any additional costs for them as
well.

Thank you again and I look forward to hearing back from you.

Regards,
Name, Title
Company

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The Price Negotiation Message

Dear [Contact Name and Manufacturer]:

We are ready to place our order for [insert product name here] and are getting quotes from a
few suppliers.

We really like your product and the packaging options you offered us, so can you please give us
your absolute best price for a quantity of (insert quantity here) including the packaging,
instructions, and inserts? [if applicable]
While we are planning on ordering larger quantities in the future, we first need to make sure that
the product sells well.

Once we have heard back from you and the other suppliers, we will get back with you as soon
as possible.

Regards,
Name, Title
Company

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The Pre-Order and Shipping Estimate Message

--Use this if you want to get shipping estimates from your supplier before
you order--

Dear [Contact Name and Manufacturer]:

Thank you for the quote and we would like to proceed with the order. If you can provide me with
a PI, then we will be ready to place the order shortly.

Also, if you are able to, could you please provide me with a separate quote to have [100 units or
different quantity if you like] shipped to us by air? We are not sure if we will have some of them
sent this way or not, but we may decide to do that if it is not too expensive. This way we could
start selling the product sooner.

Thank you very much and I look forward to hearing back from you.

Regards,
Name, Title
Company

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The Inventory Order Message

Dear [Contact Name and Manufacturer]:

We are ready to place our order for the [product name]. Please create and send us a PI for the
following:

[Include the name of the product you are ordering, the quantity, and any other specific details
such as including the logo, having packaging done by them, and printing any inserts or
instruction manuals].

Once we receive and review the PI, we will wire the 30% deposit.

We will be finishing up our packaging design over the next week and will have that sent to you
as soon as it is ready.

If you could please confirm the latest date that you need our packaging design and an estimated
shipping date for our order, we would appreciate it.

We plan on shipping these products by [air or sea] and our freight forwarder will be in contact
with you to arrange shipment.

Thank you very much and we are excited to be working with you!

Regards,
Name, Title
Company
 OTHER INITIAL SUPPLIER TEMPLATES
Use the template below to start a conversation with a
supplier.

Dear [Supplier Company Name]

My name is [Your Name] and I am the owner of [Your Company Name], a company specializing
in
products for packaging, tools, home & kitchen products. We are currently looking to expand
our product line and are interested in one of the items that you manufacture, the [Product
Name].

Could you please provide me with the following additional information so that we can determine
if this is a good fit for our product line?
1) Details of the products [1]
2) Details of the products [2] and so on

● Are you able to provide custom packaging?

● What is the standard production time for each order?
We need a quotation for:
1000-2000 quantity
2001-3000 quantity
3001-4000 quantity
+ Thank you Card (Small)

Please tell me EXW, FOB and DDP costs for the above-mentioned quantity.

I appreciate your time and look forward to hearing from you soon so that we can move forward
with our next order.

Sincerely,
[Your Name], CEO
[Your Company Name]
Supplier Contact Template
Use the template below to start a conversation with a
supplier.
Hi,
This is Sunny Sourcing Manager of a Large-Scale Ecommerce company. I am looking to place
an order of [Product Name]. I represent a large eCommerce company headquartered in New
York; we are in the top 1% of Amazon sellers worldwide. We are looking to expand our business
line in [Product Category] and therefore interested in your [Product Name]. Please provide me
with a quotation for 1,000 units including [Packaging, Design or Custom Packaging]. This is an
initial test order to assess the quality of your manufacturing and your speed. If you can perform
well for us on this, we will absolutely follow up with larger repeat orders.
Please provide me 3 different quotations of following along with complete breakdown of
costings. I am attaching the sample images for your reference however, I will need [Customized

Product Specification (if any)] according to my needs.

1. DDP Price
2. FOB Price
3. EXW Price

Thank you for your help and have a great day! I look forward to working together with you.

Regards,
Sunny

Sourcing Manager
Whatsapp:
WeChat :
Email:
Website: