Canton Fair Supplier Follow-Up Email: Buyer Templates
A useful Canton Fair supplier follow-up identifies the meeting, the exact product and one next action. Ask for a written quotation, a defined sample proposal or a clarification—not an unspecified “best price.” The templates below are for buyers contacting suppliers they have actually met.
Save the company name, contact, booth reference and product notes while the conversation is fresh. Send a separate, relevant message to each supplier. Do not put competing suppliers into one email thread or attach another supplier’s quotation.
Choose the next action before drafting
| Situation | Request | Attach or reference |
|---|---|---|
| You discussed a product but have no written price | A quotation for a defined specification and quantity | Model, revision, SKU mix and packaging brief |
| You need to assess a sample | A sample proposal identifying the exact variant | Sample reference, requested quantity and delivery location |
| The reply is incomplete | Answers to the remaining questions only | Previous quote reference and numbered open items |
| You want to visit the factory | Confirmation of location, availability and visit scope | Proposed dates and what you need to see |
Template 1: request a comparable written quotation
Subject: Canton Fair follow-up — [product/model] — [your company]
Hello [name],
We met at [booth/reference] on [date] and discussed [specific model or feature]. We are reviewing [product/variant] for [intended order quantity and SKU mix].Please quote against the attached specification [revision]. Confirm the unit price and currency, minimum quantity per variant, included packaging, separate sample or setup charges, quotation validity and the named delivery/handover point.
Please identify excluded costs and any proposed substitution. Also confirm the estimated production lead time and what must happen before that lead time starts.
Our next decision is [sample review / supplier shortlist]. Could you confirm when you can provide the quotation? Thank you,
[name / company / reply contact]
Remove fields that do not apply. If your specification is not ready, say which information is provisional rather than presenting an uncertain quantity as a committed order. Keep the reply with your notes so you can compare supplier quotations on the same basis.
Template 2: confirm the sample before dispatch
Subject: Sample confirmation — [model/variant] — [your company]
Hello [name],
Following our Canton Fair conversation, please confirm the sample proposed for [model/variant]. Is it a stock example or made to the attached specification [revision]?Please identify its material, finish, relevant dimensions and any known differences from the proposed production version. Confirm the sample quantity, sample charge, packing, dispatch estimate and shipping arrangement before sending it.
Please label the sample with [our sample reference] and include that reference in the dispatch information. We will review it against the agreed requirements; receipt alone is not approval for production.
Thank you,
[name / company]
A sample without a clear identity is difficult to connect to the later order. Use the sample approval record to retain the reference and revision. Share delivery details through the verified supplier contact rather than publishing them in a shared lead sheet.
Template 3: follow up on unanswered questions
Subject: Open questions on quote [reference] — [product]
Hello [name],
Thank you for the quotation dated [date]. We still need confirmation of:
1. [specific unresolved field]
2. [specific unresolved field]
3. [specific unresolved field]Please flag any answer that changes the price, specification or schedule and issue an updated quotation if needed. Could you tell us when the remaining information will be available? Our next action is [decision].
Thank you,
[name / company]
There is no universal response-time rule that proves a supplier is reliable or unreliable. Agree a next response date, keep track of it, and make any reminder useful by pointing to the unresolved decision. Repeated generic reminders add little information.
Keep a short follow-up log
Record one line per supplier and product discussion: company, contact, meeting reference, model, last message date, requested item, owner, expected response and status. Keep supplier statements separate from facts you have independently checked.
Use a specific status such as “quote received; packaging unanswered” instead of “good supplier.” If a colleague takes over, give them the source documents and the open questions. The supplier document kit helps organize those records after the first conversation.
When a factory visit is the next step
Ask the supplier to confirm the actual site address, host, available dates and which parts of the operation can be discussed or viewed. A trade-show conversation does not itself verify a factory’s capabilities. Define the purpose of the visit using the factory visit agenda.
For help coordinating supplier communication or a local visit in Shenzhen and nearby manufacturing areas, send a free inquiry with the location, product and unresolved questions. Initial discussion is free; on-site work requires an agreed scope and separate quote. China Unboxed is an independent service, not the Canton Fair organizer.