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Supplier follow-up messages
Nine short messages for the follow-ups every sourcing team sends each week. Each asks for one specific thing by one specific time, which is what gets a reply.
The messages
Confirm a new PO
The PO went out and there’s no acknowledgement after two days.
Hi [name], sharing PO [number] for [style]: [quantity] pcs, ex-factory [date]. Please confirm the quantity, price and date by [day], or tell us what needs to change.
Chase a sample
A fit or PP sample is past its due date.
Hi [name], checking on the [fit / PP] sample for [style], due on [date]. When will it be dispatched? Please share the courier details once it’s out.
Confirm an approval with a condition
You approved a lab dip, strike-off or sample with a change.
Hi [name], [lab dip / strike-off] [option] for [style] is approved on one condition: [condition]. Please confirm you’ll run bulk to this before you start.
Ask for a corrected PI
The proforma invoice doesn’t match what was agreed.
Hi [name], the PI for [style] shows [what it says]. We agreed [what was agreed] on [date]. Please reissue it so we can release the advance.
Respond to a delay
A supplier tells you something will be late.
Hi [name], thanks for the update on [what is late]. What’s the new date, and does it move [cutting / inspection / ex-factory]? We need to decide by [day] whether to hold the [launch / ship] date.
Confirm the latest tech pack
A tech pack changed after the factory received it.
Hi [name], tech pack [version] for [style] replaces [old version]. What changed: [changes]. Please confirm your team is cutting and sewing from [version] before [cutting date].
Follow up on an inspection
An inline or final inspection found a problem.
Hi [name], the [inline / final] inspection for [style] found [issue]. Please share your corrective action and a re-inspection date by [day]. The shipment stays on hold until then.
Confirm a changed slot or cut-off
A delivery slot or shipping cut-off moved.
Hi [name], the [delivery slot / cut-off] for [shipment] has moved to [new time]. Please confirm your [truck / driver] is planned for the new time.
Chase a promised document
A report, certificate or document is past the date it was promised.
Hi [name], the [document] was promised for [date]. [What’s waiting] is on hold until we have it. Can you share it by [day]?
Where a sheet like this goes wrong
Follow-ups live in each person’s head and phone. When someone is busy or away, the chase stops, and nobody notices until the date has passed.
What Spurby does instead
Spurby notices what’s overdue from the conversations themselves, drafts the follow-up with the details filled in, and sends it once a person approves.
Questions about this template.
How do I follow up with a supplier without sounding pushy?
Be specific and short: say what you’re waiting for, the date it was due, and the one thing you need by when. A clear ask reads as organised, not pushy.
WhatsApp or email for supplier follow-ups?
Use whichever the supplier answers. In Indian sourcing that is usually WhatsApp for speed, with email for anything that changes a price, quantity or date and needs a record.
How often should I follow up?
Follow up the day after something is due, then every two working days, and escalate to the owner on the supplier’s side after the second chase.
Or let Spurby keep it current.
Spurby fills this in from the WhatsApp, email and calls where things change, and does the chasing.