How to follow up with suppliers after a trade show (with templates)
The show ends. You have hundreds of contacts. The suppliers you met have met thousands of buyers. The first buyers to write get the attention, the samples and the better prices.
The short answer
Follow up within one week of the show. Write to your shortlisted suppliers first. In each message, name the product, attach its photo, repeat the price and MOQ they gave you, and ask for one clear next step: a formal quote, a sample, or a call.
Step 1: Sort before you write
Do not write to everyone. Split your contacts into three groups:
| Group | What to send | When |
|---|---|---|
| Shortlist | Specific request: quote, sample, call | Days 1 to 3 after the show |
| Maybe | Short thank-you plus one question | Days 4 to 7 |
| No | Nothing, or a polite note | Optional |
Use the notes you took at the booth. If your notes cannot tell you why a supplier is on the shortlist, that is a sign to record more at the next show. See what to record at every booth.
Step 2: Choose the channel
- WeChat gets faster answers from many Chinese suppliers.
- WhatsApp is common in Hong Kong, India and the Middle East.
- Email is best for formal quotes, specifications and anything you need on record.
Use the channel the supplier used at the booth. If they scanned your WeChat QR code, start there, and send the formal request by email too.
Step 3: Make it easy to answer
Suppliers get many vague messages ("Nice to meet you, please send catalog"). Stand out by being specific:
- Say where you met: show name, hall, booth number.
- Name the product and attach the photo you took.
- Repeat the price, price term and MOQ they gave you.
- Ask one clear question.
Templates
Shortlist: ask for a quote and sample
Hello [Name], thank you for meeting me at [Show], booth [Number]. I am interested in the [product] in the attached photo. At the booth you quoted [price] [FOB port] at an MOQ of [quantity]. Please send a formal quote for [quantity 1] and [quantity 2] units, with carton size and units per carton. I would also like a production sample. Please tell me the sample cost and time. Best regards, [Your name], [Company]
Maybe: keep the door open
Hello [Name], thank you for your time at [Show]. I liked the [product] (photo attached). Could you send your price list for this range, with MOQ? Best regards, [Your name]
Chasing a reply
Hello [Name], I am following up on my message about the [product] (photo attached). Could you send the quote by [date]? We are deciding on suppliers this month. Thank you, [Your name]
Step 4: Track every reply
After 50 follow-ups, it gets hard to remember who sent a quote, who promised a sample, and who went quiet. Give each product a status, such as Quote requested, Sample requested, Sample received or Rejected, and check the list twice a week.
When quotes arrive, compare them on landed cost, not on the headline price.
Frequently asked questions
How soon should I follow up with suppliers after a trade show?
Within one week, and within three days for your shortlist. Suppliers meet thousands of buyers at a big show, and early messages get faster answers.
Should I use email or WeChat to follow up with Chinese suppliers?
Use both. WeChat usually gets a faster reply. Email is better for formal quotes, specifications and records.
What should a follow-up message to a supplier include?
Where you met (show, hall, booth), the product name and its photo, the price, price term and MOQ they gave you, and one clear request such as a formal quote or a sample.
How do I keep track of supplier follow-ups?
Give each product a status, such as Quote requested or Sample requested, and keep the status with the product and the vendor. Review the list twice a week until every shortlisted supplier has answered.