Introduction Email to Supplier (Recommended Text)

More About Sending Introduction Email to Supplier

The below is what we recommend to send to all vendors/factories who we are engaging for the first time:

Please modify this if needed or use it as it is. Depending on your relationship, you may want to delete or modify the sections that state who is responsible for the cost of late/rush, and the costs of re-inspection in case of a FAIL result.

This message is to inform you that we will be working with a 3rd party QC firm – Branding Manufacturing Services to perform auditing, product inspection or testing services on our behalf. This process allows us both to be rest assured of the quality standards and in addition help us establish further in our business relationship. Please be aware of things that you should take note in these QC services:

  • Branding Manufacturing Services has its own set of Booking Policy which they will send to you. We require that you adhere to their rules. Any late/rush bookings and cancellations, bookings on weekends/holiday that will incur extra charges in which these be billed back to you.
  • A representative from Branding Manufacturing Services will be contacting you within 48 hours to follow-up.
  • After any service is complete, you will be asked to sign the Inspection Acknowledgement detailing the service results and also the Integrity Declaration Form which prohibits any improper benefits from being offered to Branding Manufacturing Services’ staff.

Below text is applicable to Inspection Related Services:

  • We will pay the costs of all first inspections. If the inspection result has a FAIL rating due to poor product quality or lack of readiness, all re-inspection costs will be billed back to you.
  • All products should be 100% completed and packed in ready for inspection. Please contact me directly for approval if you require exception to this rule.
  • Branding Manufacturing Services issues an official report within 3-6 hours of completing the services within Mainland China. Services conducted outside of Mainland China, official reports are issued on the next business day. We expect to review the findings in the report prior to your shipment of any products. If you have not been advised on how to proceed based on the report’s result, please do not ship the products without receiving authorization from me.

Below text is applicable to Factory Related Services:

  • Branding Manufacturing Services will be performing this service on our behalf which require they have significant access to your facility which include the production, design and storage areas that are related to the product production. Please provide the auditors access to these areas and all necessary information, and also allow them photo taking of these related areas. If you have any question with this, please inform us ASAP or at least 2 days prior to this service conducted.