Starting a business relationship begins with reaching out. Making that first contact effectively can determine whether you’ll build a successful partnership or miss an opportunity. Product inquiry emails should balance professionalism with persuasion.
Writing emails that get noticed shows potential suppliers you’re serious while building solid connections. These proven templates will help you write messages that capture attention and get responses.
Product Inquiry Email Samples
These 20 email templates will help you connect with suppliers and get the details you need.
1. Basic Product Information Request
Subject: Product Specifications Request – Industrial Water Filters
Dear Mr. Thompson,
I found your company while researching industrial water filtration systems for our manufacturing plant. Your HydroTech 3000 series seems to match our requirements, but I need additional details before moving forward.
Could you please provide:
- Complete technical specifications
- Filter capacity and flow rates
- Installation requirements
- Price ranges for different models
- Warranty information
- Delivery timeframes to Seattle, WA
We plan to upgrade our current system within the next two months and would appreciate a prompt response.
Thank you for your help.
Best regards,
Sarah Chen Operations Manager
Pacific Manufacturing Solutions
2. Bulk Order Price Request
Subject: Wholesale Pricing Query – Organic Coffee Beans
Dear Ms. Rodriguez,
Your Colombian arabica coffee beans caught my attention at the Seattle Food Service Expo last month. As the purchasing manager for Bean Scene Café chain, I’m looking to establish a long-term partnership with a reliable coffee supplier.
We currently operate 12 locations across Washington state and require:
- Monthly supply of 800-1000 lbs of whole beans
- Consistent quality and roasting profiles
- Regular delivery schedule
- Competitive wholesale pricing
Please share your wholesale price list and minimum order requirements. Also, do you offer sample packs for quality testing?
Looking forward to your response.
Kind regards,
Michael Barnes
Purchasing Manager
Bean Scene Café
3. Custom Product Manufacturing Query
Subject: Custom Electronics Enclosure Manufacturing Inquiry
Dear Manufacturing Team,
Your portfolio of custom electronics enclosures on your website impressed me greatly. We need a manufacturer to produce specialized enclosures for our new line of smart home devices.
Project specifics:
- Initial order of 5,000 units
- Aluminum construction
- IP65 rating required
- Custom dimensions: 6″ x 4″ x 2″
- Two-tone powder coating finish
- Monthly production runs planned
Could you provide information about your manufacturing capabilities, lead times, and pricing tiers? We’d also like to discuss design optimization for mass production.
Best regards, David Wright Product Development Director Smart Home Solutions
4. Product Customization Options
Subject: Customization Options for Corporate Gift Sets
Dear Sales Team,
We’re searching for unique corporate gift sets for our annual client appreciation program. Your premium gift collections look perfect for our needs, but we’d like to explore customization options.
Please provide details about:
- Available gift set configurations
- Branding possibilities
- Minimum order quantities
- Lead time for custom orders
- Pricing for orders of 250, 500, and 1,000 units
- Gift box personalization options
Our target budget ranges from $50-75 per set.
Thanks in advance, Rachel Martinez Client Relations Manager Global Financial Partners
5. Technical Specifications Request
Subject: Detailed Specs Required – Industrial Grade Printers
Dear Mr. Johnson,
We’re evaluating industrial printers for our warehouse labeling system. The SP-5000 model listed on your website matches our initial criteria, but we need more technical information.
Please share details about:
- Print resolution and speed specifications
- Compatible label materials
- Network connectivity options
- Software integration capabilities
- Power requirements
- Physical dimensions and weight
We need this information to ensure compatibility with our existing systems.
Regards, Thomas Lee IT Infrastructure Manager Logistics Plus
6. Sample Request for Quality Assessment
Subject: Product Sample Request – Eco-friendly Packaging
Dear Ms. Green,
Your sustainable packaging solutions caught our attention as we transition to eco-friendly materials for our skincare line. We’re particularly interested in your biodegradable containers and would like to evaluate samples before placing a larger order.
Could you send samples of:
- 8 oz cream jars
- 2 oz serum bottles
- Travel-size containers
- Available closure options
Please include material specifications and biodegradability certifications with the samples.
Thank you, Emma Watson Product Development Natural Beauty Co.
7. Urgent Supply Request
Subject: Urgent Quote Needed – Industrial Bearings
Dear Supply Team,
Our production line needs replacement bearings urgently. We’re looking for immediate quotes on SKF-equivalent deep groove ball bearings.
Required specifications:
- Inner diameter: 40mm
- Outer diameter: 80mm
- Width: 18mm
- Quantity: 50 units
- Grade: Industrial
Please quote your fastest delivery option to Dallas, TX. Our line is currently operating at reduced capacity, so swift response would be greatly appreciated.
Best regards, Robert Chen
- Maintenance Supervisor Texas Manufacturing
8. New Product Line Information
Subject: Information Request – Solar Panel Product Line
Dear Sales Representative,
Your new residential solar panel line mentioned in Solar Tech Magazine interests us. As a growing solar installation company, we’re looking to expand our product offerings.
Please provide information about:
- Available wattage options
- Panel efficiency ratings
- Temperature coefficients
- Warranty terms
- Certification details
- Dealer pricing structure
We handle approximately 200 residential installations annually.
Best regards, James Wilson Procurement Manager SunPower Solutions
9. Distribution Partnership Inquiry
Subject: Distribution Partnership Opportunity – Health Foods
Dear Mr. Anderson,
Your organic snack line aligns perfectly with our health food distribution network. We distribute to over 200 retail locations across the Pacific Northwest and seek new product lines to expand our portfolio.
Please share:
- Distributor pricing structure
- Minimum order requirements
- Marketing support options
- Current market presence
- Product shelf life information
- Order fulfillment timelines
Looking forward to exploring this opportunity with you.
Kind regards, Lisa Thompson Category Manager Healthy Foods Distribution
10. Specific Product Variant Request
Subject: Availability Check – Commercial Air Purifiers
Dear Support Team,
We need commercial-grade air purifiers for our medical clinic network. The AP-2000 Medical Grade model looks suitable, but we need specific information about the hospital-grade variant.
Please confirm:
- HEPA filter specifications
- Clean air delivery rate
- Coverage area
- Filter replacement schedule
- Noise levels at different speeds
- Available color options
We’re looking to place an order for 15 units initially.
Regards, Dr. Sarah Palmer Facilities Director Healthcare Network Northwest
11. Bulk Material Supply Query
Subject: Raw Material Supply Query – Food Grade Plastic
Dear Materials Team,
We need food-grade HDPE pellets for our packaging production line. Our monthly requirement is approximately 20 metric tons.
Required details:
- Material grade specifications
- FDA certification information
- Minimum order quantity
- Price per metric ton
- Standard lead time
- Payment terms
Please include material test reports in your response.
Best regards, Mark Stevens Materials Manager Package Right Inc.
12. Product Integration Information
Subject: Integration Specifications Request – Payment Terminal
Dear Technical Team,
We’re evaluating your PT-500 payment terminal for integration with our retail management system. We need comprehensive technical documentation to assess compatibility.
Please provide:
- API documentation
- Integration protocols
- Security compliance details
- Technical support options
- Testing environment access
- Implementation timeline
Our IT team would appreciate a technical consultation call if possible.
Thanks, Kevin Zhang Systems Architect Retail Solutions Pro
13. Educational Pricing Request
Subject: Educational Institution Pricing – Laboratory Equipment
Dear Sales Department,
Our university’s science department needs to upgrade its laboratory equipment. We’re interested in your spectrophotometer range, particularly the SP-3000 model.
Please send:
- Educational institution pricing
- Available grants or programs
- Training resources
- Maintenance packages
- Extended warranty options
- Installation services
We plan to equip three undergraduate laboratories.
Regards, Professor Helen Martinez Department Chair State University
14. Safety Certification Request
Subject: Safety Certification Details – Personal Protective Equipment
Dear Quality Assurance Team,
We need detailed safety certification information for your N95 equivalent respirator masks. These would be used in our chemical manufacturing facility.
Please provide:
- Test certification details
- Filtration efficiency data
- Certification body information
- Safety compliance documents
- User guidelines
- Batch testing protocols
We require documentation for our safety compliance records.
Best regards,
Janet Wong
Safety Coordinator
Chemical Solutions Ltd.
15. Product Training Query
Subject: Training Program Information – CNC Machinery
Dear Support Department,
We’re considering your CNC-5000 model and need information about operator training programs. We’ll need to train 6 machine operators.
Please outline:
- Training program structure
- Duration and location options
- Certification process
- Training materials provided
- Hands-on practice time
- Cost per participant
We’d like to schedule training within the next quarter.
Regards,
Frank Miller Production Manager
Precision Parts Co.
16. Product Comparison Request
Subject: Model Comparison Request – Commercial Refrigeration
Dear Sales Team,
We’re comparing your CR-400 and CR-600 commercial refrigeration units for our restaurant chain. We need detailed comparison information to make an informed decision.
Please compare:
- Cooling capacity
- Energy efficiency ratings
- Storage volume
- Installation requirements
- Operating costs
- Maintenance needs
We plan to outfit 5 new locations this year.
Best regards,
Carlos Rodriguez Equipment Manager
Fresh Eats Restaurants
17. Product Lifecycle Information
Subject: Product Lifecycle Query – Network Switches
Dear Product Team,
We need information about your enterprise network switch lifecycle before standardizing on your platform. The NS-2000 series interests us particularly.
Please clarify:
- Expected product lifespan
- End-of-life policies
- Firmware support duration
- Hardware warranty period
- Replacement part availability
- Upgrade paths
This information will help our long-term planning.
Regards,
Patricia Chen Network Administrator
Data Systems Inc.
18. Regional Availability Check
Subject: Product Availability Check – Construction Materials
Dear Sales Representative,
We need to confirm the availability of your concrete additives in the Southwest region. Our projects require consistent supply throughout Arizona and New Mexico.
Please specify:
- Regional warehouse locations
- Standard delivery times
- Minimum order quantities
- Rush order options
- Regional pricing variations
- Local technical support
We use approximately 2000 kg monthly.
Best regards,
Miguel Santos
Purchasing Director Southwest Builders
19. Product Testing Request
Subject: Product Testing Requirements – Industrial Lubricants
Dear Technical Department,
We need to conduct compatibility testing of your synthetic lubricants with our new production line equipment. This testing is crucial for our warranty compliance.
Please provide:
- Test sample availability
- Technical data sheets
- Testing guidelines
- Safety data sheets
- Performance reports
- Compatibility charts
Our testing process typically takes 3 weeks.
Regards,
Andrew Peterson Engineering Manager
Industrial Systems Co.
20. Export Documentation Query
Subject: Export Documentation Request – Medical Supplies
Dear Export Team,
We need comprehensive export documentation information for your medical diagnostic kits. We’ll be distributing these products across Southeast Asia.
Required information:
- Export license requirements
- Country-specific certifications
- Packaging requirements
- Storage specifications
- Transportation guidelines
- Customs documentation
Initial order quantity will be 1000 units.
Best regards,
Susan Lee
Export Compliance Manager
Final Tips: Writing Product Inquiry Emails That Work
Strong product inquiry emails have similar basic elements but address specific needs. They state requirements clearly, ask useful questions, and explain why you’re making the request. These templates offer starting points – adjust them based on what you need. Make your messages clear, professional, and focused on getting the information needed for your purchase decisions.