SUPPLIER FOLLOW-UP EMAIL TEMPLATES
Free from TraxSail AI, https://traxsail.ai/tools
Replace everything in [brackets]. Each email gets a little firmer than the last.

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EMAIL 1: Friendly check-in, 2 to 3 days before the ship date
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Subject: PO [PO number]: still on track for [promised ship date]?

Hi [supplier contact name],

Quick check on PO [PO number] for [item / qty]. We have it down to ship on [promised ship date].

Is that still the plan? If anything has changed, a new date is all I need.

Thanks,
[Your name]
[Company] | [Phone]

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EMAIL 2: Day of the promised ship date
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Subject: PO [PO number] ships today: tracking number?

Hi [supplier contact name],

PO [PO number] was due to ship today, [promised ship date]. Could you send the tracking number when it goes out?

If it is not shipping today, please let me know the new date so I can update our customer.

Thanks,
[Your name]

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EMAIL 3: 3 days late
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Subject: PO [PO number] is 3 days past the ship date

Hi [supplier contact name],

PO [PO number] for [item / qty] was due to ship on [promised ship date] and I have not seen tracking yet.

Please reply today with one of these:
1. The tracking number, or
2. The new ship date and the reason for the delay.

We have customer orders waiting on this stock.

Thank you,
[Your name]

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EMAIL 4: 7 or more days late, firm ETA request
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Subject: Action needed: PO [PO number] is [X] days late, firm ETA by [date]

Hi [supplier contact name],

PO [PO number] for [item / qty] is now [X] days past the promised ship date of [promised ship date]. I have followed up on [dates of earlier emails] without a firm answer.

I need a confirmed ship date by end of day [date]. If you cannot ship the full quantity, please tell me what you can ship now and when the rest will follow.

If I do not hear back, I will need to source this elsewhere and may cancel the open balance of the PO.

[Copy: your manager or the supplier's account manager, if needed]

Regards,
[Your name]
[Company] | [Phone]

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TraxSail AI sends this kind of sequence for you, reads the replies,
and marks each PO confirmed or delayed. Free trial: https://traxsail.ai