As a buyer, choosing the right vendor can be a daunting task. A vendor reference check can provide valuable insight into a company’s reliability, work quality, and communication skills. But how do you go about asking for a vendor reference check? In this article, we’ll provide tips on writing an effective vendor reference check email, as well as examples of good and bad communication.
Start with a Professional Greeting
When reaching out to a vendor for a reference check, it’s important to use a professional tone. Begin your email with a polite greeting, such as “Dear [Vendor]” or “Hello [Vendor].” This sets a professional tone and shows that you respect the vendor’s time.
State Your Purpose Clearly
In the opening paragraph of your email, state your purpose clearly. Let the vendor know that you are requesting a reference check as part of your vendor selection process. This helps the vendor understand the reason for your inquiry and ensures that they are providing the information you need.
Good Example: “I am writing to request a reference check for your company as part of our vendor selection process. We value your input and would appreciate it if you could provide us with the names and contact information of at least two companies that have worked with your organization in the past.”
Bad Example: “Hey, can you give me some references for your company?”
Ask Relevant Questions
When requesting a vendor reference check, it’s important to ask relevant questions that will help you make an informed decision. Ask questions about the vendor’s work quality, communication skills, and ability to meet deadlines. This will give you a good idea of what it’s like to work with the vendor and help you determine if they are a good fit for your needs.
Good Example: “How would you rate the quality of their work? Were they able to complete the project within the agreed-upon timeline? How was their communication throughout the project? Were there any issues that arose during the project, and if so, how were they resolved?”
Bad Example: “So, how do you like working with this vendor?”
Express Gratitude and Appreciation
In closing your email, express your gratitude and appreciation for the vendor’s time and effort. Let them know that their input is valuable and that you appreciate their help. This helps to maintain a positive relationship with the vendor and ensures that they will be willing to help in the future.
Good Example: “Your responses will help us make an informed decision when selecting our vendor. We appreciate your time and effort in completing this reference check. Please let us know if you have any questions or concerns. Thank you for your cooperation.”
Bad Example: “Cool, thanks for the info.”
Vendor Reference Check Email Template
Subject: Reference Check Request
Dear [Vendor],
I hope this email finds you well. I am writing to request a reference check for your company as part of our vendor selection process.
We value your input and would appreciate it if you could provide us with the names and contact information of at least two companies that have worked with your organization in the past. Additionally, we kindly request that you share your thoughts on the following questions:
- How long have you worked with [Vendor]?
- What type of services or products does [Vendor] provide?
- How would you rate the quality of their work?
- Were they able to complete the project within the agreed-upon timeline?
- How was their communication throughout the project?
- Were there any issues that arose during the project, and if so, how were they resolved?
Your responses will help us make an informed decision when selecting our vendor. We appreciate your time and effort in completing this reference check.
Please let us know if you have any questions or concerns. Thank you for your cooperation.
Best regards,
[Your Name]
Tip: Keep your email concise and to the point.
When writing a vendor communication email, it’s important to keep your message concise and to the point. This shows that you respect the vendor’s time and helps to ensure that your message is clear and easily understood. Try to avoid lengthy explanations or irrelevant information that could distract from your main point.
Additionally, using clear and concise language can help to avoid misunderstandings or confusion. It’s important to remember that the vendor may not have the same level of technical or industry-specific knowledge as you do, so using simple language and avoiding jargon can help to ensure that your message is easily understood.
By keeping your vendor communication emails concise and to the point, you can demonstrate professionalism, save time for both you and the vendor, and ensure effective communication.
FAQs
A vendor reference check can provide valuable insight into a company’s reliability, work quality, and communication skills. This can help you make an informed decision when selecting a vendor and ensure that you are partnering with a company that can meet your needs.
It’s recommended to request at least two references, but you can request more if you feel it’s necessary. Keep in mind that the references should be relevant to the services or products you are interested in.
Ask questions about the vendor’s work quality, communication skills, and ability to meet deadlines. You can also ask about any issues that arose during the project and how they were resolved.
Use a professional tone and start with a polite greeting. State your purpose clearly and ask relevant questions. Express gratitude and appreciation for the vendor’s time and effort in completing the reference check.
Yes, you can request a reference check for a vendor you haven’t worked with yet. This can help you determine if the vendor is a good fit for your needs before entering into a partnership.
It’s common to wait a few days to a week for a response to your reference check request. If you haven’t received a response within a reasonable amount of time, you can follow up with a polite reminder email.
If you receive a negative reference, it’s important to consider the context and any mitigating factors. You can also ask the vendor for their perspective on the issue. If you feel that the negative reference is significant, you may want to reconsider your partnership with the vendor.
Conclusion
In conclusion, an effective vendor reference check email can provide valuable insight into a vendor’s work quality and communication skills. By following the tips and examples provided in this article, you can ensure that your email is professional, respectful, and informative. Remember to always show gratitude and appreciation for the vendor’s time and effort.