1. First contact
Hi [name], I'm [your name] from [brand] and I'm sourcing [product] for a launch in [month]. Could you send me: 1. Your wholesale price list and minimum order quantity 2. Sample cost and turnaround time 3. Production and shipping time for an order of [quantity] 4. What payment methods you accept 5. Your policy on damaged or incorrect items I'd like to start with a sample order this week. Thank you, [your name] · [brand] · [email]
2. After the sample arrives (and it's good)
Hi [name], The sample arrived and the quality works for us. Before I place a first order of [quantity], two questions: 1. What is the price at [quantity], and at [double the quantity]? 2. If I reorder monthly, is there a repeat-customer rate? If we can agree terms I'm ready to order this week. [your name]
3. When something goes wrong
Hi [name], Order [number] arrived on [date]. [Number] units are [damaged / incorrect / missing]. Photos attached. Per the policy you sent on [date], I'd like [replacement / refund / credit]. Can you confirm by [date]? Thanks, [your name]
Keep everything in writing
Keep every quote, policy and promise in email. If something was agreed on WhatsApp or a call, send a short email afterwards confirming what was said. Written records are the only leverage you will have if an order goes wrong.
Free
The Vendor Vault
50 link-checked sourcing sites, the 12-check vetting protocol and these email scripts, as one PDF.
When you want more
The Ultimate Vendors List
3,000+ verified vendors for hair, clothing, cosmetics, and more.
Questions people ask
What should I ask a vendor in my first email?+
Their wholesale price list and minimum order quantity, the sample cost and turnaround, production and shipping time for your order size, the payment methods they accept, and their policy on damaged or incorrect items.
How do I ask a vendor for a better price?+
After a good sample, ask for the price at your first order quantity and at double it, and whether there is a repeat-customer rate for monthly reorders. Say you are ready to order once terms are agreed.
What do I do if a vendor sends a bad order?+
Email them with the order number, the arrival date, how many units are damaged, incorrect or missing, and photos. Point to the policy they gave you in writing, ask for a replacement, refund or credit, and set a date to confirm by.
Read next
How to Find Legit Hair Vendors (and Spot a Scam Before You Pay)
The 12 checks to run before you pay a hair vendor, the red flags that mean walk away, and what to ask for first.
How to Find Wholesale Vendors for Your Boutique
Where boutiques actually get their inventory, what to ask every supplier, and the size-run test that saves your margin.
General business guidance, not legal, tax or financial advice. Vendor sites change often: re-check any link and vet any supplier yourself before money moves.