Sometimes, cold emails are the only way to not get lost in the portal jungle and make progress on your project. In this post, I’ll show you how easy it is to ask a supplier for a quote with 3 templates that you can easily customize for your business.

The fact that these templates are free does not mean you should use them randomly… use them as guides where you need help with a specific section and adapt them to your needs!

H2: Sample letter to find a supplier: call for tenders

Finding Asian suppliers is an integral part of some business owners. Below you will find a sample letter and email to find the best suppliers.

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Your company

Your first name, last name

Your address

Postal code - City

Your phone number

Your email address

Recipient's company

Name and first name of the recipient

Recipient's address

Postal code - City

(city to be specified), on (date to be specified)

References: (a reference to be specified)

Subject: call for tender

Madam, or Mister, (to specify)

(introduce yourself), new manufacturer of...(specify), specialist of...(specify), we are looking for suppliers.

We would like to obtain information on your products (services).

Please specify your sales and delivery conditions.

We thank you for submitting your proposal within a maximum period of...(number of days to be specified)

Yours faithfully, Madam, or Sir, (to be specified).

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H2: Sometimes simpler is better: simple email template example

While we're on the subject of the e-mail, be sure to keep your e-mails succinct. Many wholesalers in Asia have a limited command of English. An example of an effective e-mail to use would be something like:

"Hello, 'supplier name'!

I sincerely hope you are having a great week.

I wanted to ask you a question about X.

(Give a brief summary of what's going on)

Thank you!

See you soon,

Bill"

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If your supplier doesn't respond after writing a succinct letter with a catchy subject line, send a follow-up message.

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"Hello, Supplier Name!

I wanted to verify that you received my question.

Sincerely,

Bill"

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After trying several times to contact the supplier and receiving no response, it may be time to look for another one.

H2: Specific email template to get the information you need from a supplier

Write your message in clear, proper English when corresponding with foreign suppliers. Many of them may translate both your email and their reply using translation software. Additionally, it's best to number your questions when you ask them so that they can quickly respond to each one. This will make communication easier.

Here is an illustration of a sample email to send to your suppliers:

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Hello,

[Your name] here, speaking on behalf of the business WYZ.

Ordering PRODUCT A is something I'm thinking about doing. I just wanted to ask you a few questions in advance:

What is the minimum order quanity that you’re willing to accept?

What is your price per unit for the smallest order and for three times that amount?

What are the terms of payment for your new clients

To evaluate the quality, I'd also like to order a sample of [PRODUCT A]. Please send me an email at the address below with the sample's price and delivery included.

[Your name and Surname](add your mailing address)

Best regards,

[Your name]

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H2: Mistakes to avoid when contacting suppliers

If you don't hear back right away, don't get disheartened. Don't give up if you don't get a response right away, and make sure to follow up by phone and email to demonstrate your interest.

So how can you ensure that you are taken seriously? When approaching vendors for the first time, you should steer clear of the following:

Emails that are too wordy: The first email you send to a manufacturer should be concise and to the point. Attempt to keep your history and experience to yourself. The sole purpose of the first email should be to determine whether you and the supplier are a good fit. Pay attention to the information about the goods you are seeking to "source" that suppliers are actually interested in.

Don't ask for too much information: Requests are not always simple for the provider to process. It is crucial to get certain costs for various quantities but refrain from requesting too much information. Ask the questions you need to know the answers to in order to determine whether you and the source are a good fit.

Mention a low order quantity: Suppliers might not respond if you request an estimate for a quantity that is much lower than the required minimum order. Consider giving them a quick call or sending them a short email to find out their minimum order requirements if you're unsure whether your order is too small.