Updated September 2026 · 8 min read
Short answer: Keep it short, introduce your business with real details, say exactly what you want to buy, and ask two or three specific questions about pricing, minimums, and terms. If you’re learning how to email a wholesale supplier, the goal is to look like a serious buyer in under 150 words so the supplier wants to reply.
Suppliers get a lot of vague emails like “What’s your best price?” Many of those go unanswered. A clear, professional message stands out and often gets you better information, faster. Below you’ll find what to include, what to avoid, and copy-and-paste templates for the most common situations.
What should you include in your first email?
Suppliers want to know three things: who you are, what you want, and whether you’re worth their time. Cover these points:
- Your business name and type: “We run a gift shop” or “We sell home goods online.”
- Location and sales channels: City and state, plus storefront, website, or both.
- Proof you’re real: A website or social link, and a note that you have a resale certificate.
- What you’re interested in: Specific products, SKUs, or categories.
- Estimated order size: A realistic range, like “an opening order of $500 to $1,000.”
- Clear questions: Price list, minimum order, payment terms, lead time, shipping.
- Your signature: Full name, title, business name, phone, and website.
Under 150
Words to aim for in a first email
2–3
Specific questions that get the clearest replies
3–5 days
A reasonable wait before a polite follow-up (rule of thumb)
How do you write a subject line that gets opened?
Make it clear and specific. Include your business type and what you want.
- “Wholesale inquiry: gift shop in Ohio, interested in your candle line”
- “New retailer account request, home decor store”
- “Price list request for [product line]”
- “Sample request: [product name]”
Skip subject lines like “Hi,” “Question,” or “Business opportunity.” They look like spam.
How to email a wholesale supplier: copy-and-paste templates
Replace the brackets with your details. Keep the tone friendly and direct.
Template 1: First inquiry and price list request
Subject: Wholesale inquiry from [store type] in [city, state]
Hi [Name or team],
I’m [your name], owner of [business name], a [store type] in [city, state]. We sell through our storefront and at [website]. We have a resale certificate and are looking to add [product or category] this season.
Could you send your wholesale price list and let me know:
1. Your opening order minimum
2. Payment terms for new accounts
3. Current lead time and shipping costs
We’re planning an opening order of about [$ range]. Thanks for your time.
[Name] · [Business] · [Phone] · [Website]
Template 2: Sample request
Subject: Sample request, [product name] for [business name]
Hi [Name],
Thanks for sending your price list. We’d like to see samples of [SKU or product names] before placing an opening order.
Can you tell me the sample cost and shipping to [city, state]? We’re happy to pay for samples, and it would help to know if that cost can be credited toward a first order.
If the samples work for us, we expect to order within [time frame].
Thanks,
[Name] · [Business] · [Phone]
Template 3: Asking about terms or better pricing
Subject: Question about pricing and terms, [business name]
Hi [Name],
We’ve placed [number] orders with you since [month] and they’ve sold well. We’d like to increase our order size and wanted to ask:
1. Do you offer a lower price at [quantity or dollar amount]?
2. Could we apply for net 30 terms? We can provide trade references.
Our next order would be around [$ amount]. Thanks for considering it.
[Name] · [Business] · [Phone]
Template 4: Polite follow-up
Subject: Following up: wholesale inquiry from [business name]
Hi [Name],
Just following up on my note from [day]. We’re still interested in carrying [product line] and would love to see your price list and minimums.
If there’s a better contact for new accounts, I’d appreciate it if you could point me in the right direction.
Thanks,
[Name] · [Business] · [Phone]
If you want more on negotiating once you have prices, our guide on how to ask for wholesale pricing goes deeper.
What mistakes should you avoid?
| Mistake | Why it hurts | Do this instead |
|---|---|---|
| “What’s your best price?” | Sounds like you’re only shopping price | Ask for the price list and minimums |
| No business details | Looks like a consumer or a scam | Include your store name, location, and website |
| Long life story | Buyers are busy and skim | Keep it under about 150 words |
| Asking for exclusive rights up front | Too much before any orders | Build a history first, then ask |
| Free-email name with no signature | Harder to verify you | Use a business email and full signature |
| Following up daily | Feels pushy | Wait a few business days between follow-ups |
At a glance: Supplier outreach, start to finish
1
Research. Find the right contact and learn their product line.
2
Send inquiry. Short email with business details and clear questions.
3
Follow up. Wait a few business days, then send one polite reminder.
4
Evaluate. Compare replies on price, minimums, terms, and responsiveness.
How should you handle the supplier’s reply?
When a supplier writes back, read the reply for more than prices. Look at how clear and complete the answer is. A supplier who responds quickly and answers every question is likely to be easier to work with later.
Watch for warning signs too, like pressure to pay by wire right away, prices far below everyone else, or refusing to share basic business details. Our guide to wholesale supplier red flags covers what to look for.
Checklist: Before you hit send
- ✅ Clear subject line with your business type
- ✅ Your business name, location, and website
- ✅ Specific products or categories named
- ✅ Realistic order size range
- ✅ Two or three direct questions
- ✅ Full signature with phone number
- ✅ Proofread for names and typos
Should you email or call?
Email is usually the best first step. It gives the supplier time to pull together a price list, and it leaves a written record of what they told you. A phone call works well after that, especially when:
- You haven’t heard back after one or two emails
- You have detailed questions about custom orders or packaging
- You want to build a relationship with a sales rep
- You’re negotiating terms or larger orders
After any call, send a quick email that sums up what you agreed on. That way both sides have the same notes.
Where do you find the right email address?
Look for a “wholesale,” “trade,” or “stockist” page on the supplier’s website. Many have a dedicated form or email for new accounts. You can also find contacts at trade shows, in trade directories, or by calling the main line and asking who handles new retail accounts. For more places to look, see how to find wholesale suppliers.
FAQ
How do you write a professional email to a wholesale supplier?
Use a clear subject line, introduce your business in one or two sentences, name the products you want, ask a few specific questions, and close with a full signature.
How long should I wait for a supplier to reply?
A few business days is reasonable. Send one polite follow-up, then try calling or look for another contact if you still don’t hear back.
Should I mention order quantities in my first email?
Yes, give a realistic range. It helps the supplier understand whether your order fits their minimums.
Is it OK to email a manufacturer directly?
Yes. Many makers sell to small stores. If they only sell through distributors, they’ll usually tell you who to contact.
Bottom line
When you email a wholesale supplier, be brief, specific, and professional. Say who you are, what you want, and what you need to know. Use the templates above, follow up once or twice, and judge suppliers by how clearly they respond as well as by their prices.
Wholesale Handbook 
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