Supplement ingredient inquiry reply template: MOQ, lead time, price and samples
Buyers skim. The suppliers who win the first round answer every question in the order it was asked, with numbers they can stand behind, and end with one easy question. Here is the structure.
The structure
- One line of thanks, no company history.
- Specs as short lines: specification and method, appearance, solvent, particle size, loss on drying, heavy metals, microbiology.
- MOQ and packaging.
- Lead time split honestly: “in stock up to 100 kg ships in 3–5 working days; larger orders are produced in 15–20 days.” A range you hit beats a promise you miss.
- Price: if it isn’t confirmed yet, ask for quantity and Incoterm instead of guessing.
- Samples and documents: what is free, who pays the courier, which documents you attach.
- One question that is easy to answer: target quantity, delivery month, or whether a sample helps.
Template
Subject: [Product] [spec] — MOQ, lead time and documents Hi [Name], Thanks for your inquiry. Answers below. [Product], [specification] ([method]): - Appearance: [ ] - Particle size: [ ] - Loss on drying: [ ] - Heavy metals: [ ] - Microbiology: [ ] MOQ: [ ] · Packaging: [ ] Lead time: in stock up to [ ] ships in [ ]; larger orders [ ]. Price: [TBD — please confirm quantity and Incoterm (EXW / FOB / CIF)]. Samples: free up to [ ] g; courier on your account. Attached: COA (lot [ ]), spec sheet, SDS. What quantity are you planning for the first order? Best regards, [Your name] [Company]
Incoterms in one line each
- EXW — the buyer collects from your warehouse and handles everything after.
- FOB [port] — you deliver onto the vessel at your port; the buyer pays the ocean leg.
- CIF [port] — you pay freight and insurance to the buyer’s port.
- DDP — you deliver duty-paid to the buyer’s door; only quote it if you know the import costs.
Follow up without being annoying
Day 3–4: one new, useful fact (a sample offer or the current lot’s COA). Day 10: lead time or capacity for next quarter. Then stop until they reply.
Try it on your own data: paste a buyer’s email and get a reply built from your spec sheet, with gaps marked [TBD] and disease claims blocked. Free plan included.
Generate a reply from your own spec sheet →FAQ
How long should a reply to a supplier inquiry be?
Short enough to read on a phone — about 150 to 220 words, with specifications as short lines.
Should I quote a price in the first reply?
Only if it is confirmed for the buyer’s quantity and Incoterm. Otherwise ask for both; a wrong price is harder to fix than a late one.
How do I state lead time for botanical extracts?
Split stock and production: how much ships from stock and how fast, and how long larger orders take to produce.