Supplier email prompt

What most people type

email our supplier that the last batch of 5,000 bottle caps had about 8% defects and we need replacements before the 20th

It works, but the AI has to guess your supplier contact name, order or batch number and delivery date and what was wrong, e.g. describe the defect, so the first answer usually needs another round. The version below asks for exactly what a professional would deliver.

Write a short, professional email to our supplier, [supplier contact name], saying that the last batch of 5,000 bottle caps had about 8% defects and that we need replacements before the 20th.

Include:
- The batch reference: [order or batch number and delivery date]
- The defect type: [what was wrong, e.g. describe the defect]
- Evidence: mention that [photos or inspection report] are attached
- A clear request: replacement caps delivered before the 20th [month], and confirmation of the ship date
- Ask them to tell us how they will handle the defective caps: [return, credit or disposal, per our policy]

Tone: firm but polite, and focused on resolving the problem. Do not invent any figures, terms or policies beyond what is given here.

Give 2 subject line options and the email body, ending with one clear call to action: reply to confirm the replacement shipment date. Sign off as [your name, title, company].

Replace the [brackets] with your details before you send it: supplier contact name, order or batch number and delivery date, what was wrong, e.g. describe the defect, photos or inspection report, month, return, credit or disposal, per our policy, your name, title, company.

What a professional supplier email prompt covers

• Firm professional tone
• Evidence or photos placeholder
• Clear request

Best AI model for this prompt

This is a everyday task. You don't need the most expensive model. The cheapest model at each company that handles it well:

Pay-per-use list prices for this prompt and its expected answer (about 400 tokens). On a monthly chat plan, the same choice shows up as more messages before you hit your limit. See today's AI prices.