Communicating with your vendors is essential, but figuring out the right words can slow you down. We've got five email templates to help you handle these conversations with confidence.
Using a template as a starting point ensures you're clear, professional, and never miss a key detail.
<template>
Subject: Welcome to [*Your Company Name*]!
Hi [*Vendor Contact Name*],
We are excited to officially welcome you and [*Vendor Company Name*] as a partner. We chose to work with you because of your commitment to quality, and we're looking forward to building a strong relationship.
I will be your main point of contact for any questions or day-to-day communications. To get things started, please direct all invoices to [*Accounts Payable Email Address*] and reference [*Your Company Name*] on each one.
We're preparing to [*mention the next step, e.g., place our first order*] by [*Date or Timeframe*]. Please let us know if there's anything you need from our end to prepare.
We're looking forward to working with you.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Order Confirmation – [*Your Company Name*] – PO #[*Purchase Order Number*]
Hi [*Vendor Contact Name*],
This email confirms our order, PO #[*Purchase Order Number*], placed on [*Date*]. Please find the complete purchase order attached for your records.
Here is a summary of the order:
We expect the order to arrive by [*Expected Delivery Date*]. Please review the attached PO and notify us immediately if you foresee any issues or delays with this timeline.
We appreciate your partnership.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Your Order from [*Your Company Name*] has Shipped! – PO #[*Purchase Order Number*]
Hi [*Vendor Contact Name*],
Great news! Your order, PO #[*Purchase Order Number*], is on its way to us.
Here are the shipping details for your reference:
You can follow the shipment's progress using this link: [*Tracking Link*]. Please let us know once the package has been safely delivered.
Thank you for your prompt service.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Invoice [*Invoice Number*] from [*Your Company Name*]
Hi [*Vendor Contact Name*],
Hope you’re having a great week. Please find our invoice [*Invoice Number*] attached for [*Product/Service Provided*].
The total amount of [*Total Amount*] is due on [*Due Date*]. We’ve included a detailed breakdown in the attachment for your convenience. Please let us know if you have any questions about the line items.
We appreciate your partnership.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Feedback on our partnership – [*Your Company Name*]
Hi [*Vendor Contact Name*],
As our work with [*Vendor Company Name*] continues, we want to ensure our partnership is effective for both of us. Your perspective is valuable, and we’d appreciate you taking a moment to share your feedback on our collaboration so far.
We're particularly interested in your thoughts on our communication and ordering process. Any insights you have on what’s working well or where we could improve would help us strengthen our partnership.
Please reply directly to this email with your thoughts when you have a moment. We look forward to hearing from you.
Thank you for your partnership.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company Name*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
While these vendor email templates provide a solid foundation, the right tool can make managing these communications even more efficient. Flodesk is an email marketing platform designed for small businesses, helping you grow your email list and generate revenue. You can create, send, and automate emails that engage your audience, all without needing any coding or design expertise.
Our platform gives you everything you need for effective email marketing, stripped of the usual complexity. With an intuitive email builder, powerful automations, and well-designed forms, Flodesk empowers beginners and experts alike to send professional, high-converting emails. It’s a radically simple way for the 100,000+ businesses that trust us to handle their email marketing.
Clear communication is key to strong vendor relationships, and these templates give you a reliable starting point for every conversation. Using them consistently helps build trust and efficiency.
When you're ready to put these communications into practice, Flodesk helps you send well-designed emails with ease. Sign up to see how our platform can support your business.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
