Most people overlook it, but one of the most underrated tools in bulk selling is having wholesale email templates.
In a fast-moving industry where every second matters, reaching out to potential buyers quickly and clearly isn’t just helpful; it’s essential. For businesses that sell products in bulk, having ready-to-use wholesale email templates can save hours of back-and-forth, speed up customer responses, and keep your sales pipeline flowing.
When done right, simple wholesale email templates can do more than save time. Likewise, it can sharpen your overall marketing strategies, improve buyer relationships, and increase your sales without adding extra work to your day.
In this guide, we’ll break down what a wholesale email template is, how it works, and why it’s worth adding to your daily toolkit. Plus, we’ll show you how to use a powerful WooCommerce plugin to create flexible templates for different wholesale needs.
Let’s get into it, and see how this small change can make a big difference in your business!
What Is A Wholesale Email Template?
A wholesale email template is a pre-designed email message created specifically for bulk-selling businesses.
Specifically, these wholesale email templates can make the process of reaching out to potential customers faster and more efficient. You can customize them to fit any business’ specific requirements. In addition, you can use them to send a variety of different messages, including sales promotions, new product announcements, and customer appreciation emails.
Why are wholesale email templates important?
- Save time: No need to write from scratch. Use pre-designed wholesale email templates to send to multiple customers.
- Increase productivity: Spend less time writing emails and more time on high-impact tasks like marketing or order fulfillment.
- Boost sales: Consistent messaging and proven templates can include offers that drive purchases and grow revenue.
- Support your marketing strategy: Align each template with your brand’s voice, promotions, and goals to reinforce your marketing efforts.
- Look more professional: Polished and uniform wholesale email templates show attention to detail and build trust with your customers.
- Build stronger customer relationships: Stay in regular contact, share updates, and offer support, keeping your brand top of mind.
How Regular Follow-Ups Strengthen Your Email Marketing
You probably already know that you should be doing email marketing, but have you considered why you are doing it?
As with any relationship, keeping in touch is essential if you don’t want it to atrophy. It’s how you maintain personal relationships, and that same methodology applies to business as well. You can (and should) apply the same thinking to your wholesale customers.
If you want to have a long and fruitful business relationship with someone, it’s important that they feel comfortable and friendly.
How much is too much?
Your customers want to know that you are thinking of them, but there is a fine line between communicating too much and not enough.
You want to hit that sweet spot right in the middle.
If you can continue to add value to their business over time, then you might contact them as frequently as weekly.
If that sounds like too much, listen to your gut and maybe try fortnightly or monthly contacts. That’s only 12 times a year, and over that kind of period, it doesn’t really sound like much at all.
5 Kinds Of Wholesale Email Templates You Can Send To Keep In Touch
The key to keeping your communications from sounding one-sided and making them fresh and light is mixing things up so you’re not just asking for orders all the time or sending junk offers.
Below are five different kinds of wholesale email templates that you can use to develop your marketing strategy. Why not try a new one each month for 5 months, then circle back and repeat the ones you deem successful later in the year.
1. Offer samples of new products and survey their opinion
In our popular wholesale marketing strategy guide, we suggested that sending samples was a common strategy employed worldwide in the manufacturing industry and that you could adapt that to your wholesale business marketing.
We also said that using samples is something that not many businesses use as an after-sales technique.
So, whether you are launching a new product line or you would like to introduce an existing customer to something they haven’t ordered yet, you can use this type of email to drum up more business.
Your free email template:
Hi [Customer name]!
Just wanted to let you know quickly that I’ve popped a sample for XYZ product in the mail for you today.
It’s a great product because [Reason 1] and I think your customers would love it because [Reason 2].
That should arrive on your doorstep in about [Number of days]. Would love to hear what you think when you have a chance to look it over!
Thanks in advance,
[You]
This works great because: Asking for their opinion will let them know you value what they have to say and help introduce them to new products without being too pushy.
2. Send them a personalized coupon
We’ve all tried the bulk coupon mailout approach in our businesses, and at some point, it probably didn’t work quite as well as you had hoped.
Most coupon mailouts get less than a 5% uptake rate. Personalization is the key to making this strategy work. Forget fancily designed email headers and jazzed-up copy. Personalizing the email and making it plain text (and sent directly from you and not a noreply@email address) will make it much more effective.
You can even target who you send this to by rewarding the behaviour you want to see. Here’s an example of an email template you could send if a customer makes multiple orders within a month:
Your free email template:
Hi [Customer name],
I noticed that you’ve made a few orders with us this month already.
I just wanted to reach out and say a huge thanks. We really appreciate it.
If you have anything else you needed to pick up before the month is out, I’ve created a special coupon just for you to get a further 10% off whatever you’re ordering.
You can use the code “[Customer name]ISAWESOME[MONTH]10”.
Thanks again, I hope you have a great rest of the month!
[Your name]
This works great because: Personalisation is everything. Wholesalers want to feel like they’re important to your business and as such a personal touch like this can really work wonders for your sales.
3. Offer assistance in unexpected ways
Your “keeping in touch” emails don’t always have to be about drumming up orders. How else can you help your wholesale customers? Can you provide some marketing materials? Maybe write a blog post? Perhaps you can help them do a competition with your products?
A simple reach-out email can open up so many opportunities.
Your free email template:
Hi [Customer name],
I’m on a bit of a blogging kick at the moment and I’m looking to put the feelers out and write some content on sites like yours.
Would you be open to doing a guest blog post?
I have these post ideas in mind which I think would be a great fit for your audience:
- [Post Title Idea 1]
- [Post Title Idea 2]
- [Post Title Idea 3]
Let me know what you think, would be great to shoot something across to you this week!
Cheers,
[Your name]
This works great because: You get to keep in touch, add value, and do something useful for both you and your customer all at the same time, it’s a win all around!
4. Ask them what their goals are
The more you know about your wholesale customers, the more you can assist them and build on the relationship.
A great way to facilitate this is by asking them directly what their big goals are for the month or the quarter. This will help you know what they are concentrating on and see if there is any way you can help them out.
Maybe you can help them reach their goal directly, or maybe you can put them in touch with someone who could help. This reminds them that you are there to provide assistance and are willing and able to go out of your way to do so.
Your free email template:
Hi [Customer name],
It’s the start of [Quarter 2/Month] already!
A quick question for you – what is your main goal you’re trying to smash at the moment? I’d love to help if I can.
[Your name]
This is great because: You can start connecting the dots – whether its connecting them to certain people, telling them about products or maybe marketing techniques. This is intangibly valuable to building the relationship.
5. See if they want a free review of how they’re marketing your products
Want your wholesale customers to order more products from you?
One way to boost those numbers is to offer your help with how they are marketing your products. Of course, this is best if you can do it one-on-one, especially if you can see your customers in person, because then you can react in real time to their requirements.
However, not all of us are in a position to physically do that. A more scalable way to handle this would be to send out an email with a free coaching offer to review how they’re marketing your products.
You can use a service like Calendly or YouCanBook.me, which are both online meeting scheduler tools that show your availability and let your customers reserve time with you that gets placed directly into your calendar.
Your free email template:
Hi [Customer name],
I’m running some free 30 minute coaching sessions this month to review how you’re marketing our products and see how we could help you boost sales.
Are you in?
You can click here to lock in a time with me:
[Link]
Looking forward to chatting!
[Your name]
To keep the calls short and focused, you can formulate a checklist of best practices to review during each call.
This is great because: You get to talk with people 1-on-1 in a scalable manner. The insights you learn from these calls will be amazing and better yet, when people implement them they will sell more and in-turn order more product.
Bonus tip: Leverage email automations to make it hands-free
If you don’t like the idea of having to remember to keep in touch or send certain “touching base” type emails, you can leverage automation to do this job for you.
FunnelKit Automations let you create email sequences that get triggered automatically, like the following:
- Fire emails on a timer (eg. every 3 months)
- Fire an email sequence based on “winning back” a customer who hasn’t ordered in a while
- Set a sequence of emails to go our in monthly or weekly intervals after a wholesale customer signs up
Leveraging automation is smart and makes your business more resilient. FunnelKit is a great tool for achieving this.
Getting Started With Wholesale Email Templates
Using a wholesale email template is easy and straightforward. For your first step, simply pick a template that fits your business’ unique needs. Choose one designed for your industry and your target audience.
Once you’ve selected a suitable wholesale email template, you can customize it as you see fit. This can include changing the wording of the message, adding images or videos, and including links to your website or social media pages.
After you’ve finished customizing the template, it’s time to send out the message. You can do this through a variety of different email marketing platforms, including Mailchimp, Constant Contact, and Aweber. These platforms make it easy to send out bulk emails to large numbers of potential customers.
However, there’s a more efficient way for a wholesale business to send bulk emails to customers. Which brings us to…
How to use Wholesale Lead Capture’s email templates
Wholesale Lead Capture is a WooCommerce expansion that automates the customer recruitment and registration process. It boasts many powerful features, including one that lets you customize wholesale email templates.
The following tutorial requires the use of the WooCommerce e-commerce platform as well as the aforementioned Wholesale Lead Capture plugin. Therefore, we suggest purchasing, installing, and activating both tools before proceeding.
With that in mind, let’s get started!
Step 1: Navigate to the email settings
In your WordPress dashboard, navigate to WooCommerce > Settings, then click the Emails tab.
This will give you access to the Email notifications settings.
Step 2: Modify the email templates
Immediately under the Email notifications heading is a box with check marks on the leftmost side. These are your wholesale email templates.
As you can see, you have a wide range of wholesale email templates to choose from.
Each wholesale email template serves a specific purpose. If you’re unsure about a purpose, hover your mouse cursor over the grey question mark symbol next to a template’s name. This will give you an explanation of what you can use the template for.
To illustrate how you can use a wholesale email template, let’s take a closer look at this example:
Wholesale account approved
Wholesale account approved is the email sent to users after they’ve successfully registered on your website as wholesale customers. The template offers you more options to modify your message.
You’ll write your message using the email editor, which works much like a standard word processor. It lets you adjust font size, style, text alignment, and more.
To add visuals, click the Add Media button. You can upload new images or choose from your media library and place them anywhere in the email body.
Use the Visual tab for a simple, click-and-edit experience—perfect for most users. If you’re familiar with HTML, the Text tab gives you more control over the design and formatting.
Also, look for curly brackets—these are placeholders. They automatically update with the recipient’s information, making each email feel more personal without extra effort.
We highly recommend using these placeholders in your templates as they can personalize your messages.
Step 3: Modify the header and footer
Repeat Step 1 to go back to the Email notifications settings.
Scroll down the page to the Email template section.
This section allows you to insert a header image and footer text in your emails. You can also change the color of your email’s various sections.
Again, don’t forget to click the Save Changes button once you’re happy with the adjustments you’ve made to your templates.
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Frequently Asked Questions
How do you write a professional email to a supplier?
Start with a clear subject line and greet the supplier politely. Introduce yourself and your company, then explain the purpose of your email—whether it’s to request a quote, place an order, or ask about availability. Include all relevant details such as product names, quantities, and delivery timelines. Keep your tone respectful and professional, and close with a polite sign-off including your full name, company, and contact information.
How to write a wholesale inquiry?
Begin by introducing yourself and your business, then clearly state your interest in becoming a wholesale partner or buyer. Ask about key details like pricing, minimum order quantities, lead times, and shipping terms. It helps to briefly describe your store or customer base to show you’re a serious buyer. End the message by requesting the following steps and thanking them for their time.
How do you market to wholesale customers?
Marketing to wholesale customers starts with a dedicated wholesale page that outlines pricing tiers, order terms, and signup instructions. Use targeted email campaigns to share promotions and restock alerts. You can also join wholesale directories, offer bulk incentives, and share testimonials from other buyers. Attending trade shows or online B2B platforms can also help build trust and attract new wholesale leads.
Conclusion
Email marketing is still the best way to market your business to wholesale customers. Being top of mind to your customers, helping them sell more, and nurturing the relationship all have the intangible benefit of bringing you more repeat business.
In this article, we discussed how wholesale email template works and why they’re worth adding to your daily toolkit:
- What is wholesale email template
- Why keeping in touch is important
- 5 kinds of wholesale email templates
- WooCommerce Wholesale Lead Capture’s email templates
Give yourself the next five months to really try these out. We know things move fast in wholesale, and it’s easy to get buried in day-to-day tasks. But using wholesale email templates can take a huge weight off your plate—helping you save time, connect better with buyers, and focus on what actually grows your business.
Do you have any questions about wholesale email templates or Wholesale Lead Capture? If so, please don’t hesitate to reach out via the comments section below!
Hey,
This is a great post about email marketing templates. Followup is definitely the best way to keep in touch with your clients but the first one needs to know how to approach one. The 5ways you have mentioned are simple yet powerful methods.
Thanks
Those are great templates for wholesale emailing I have been using the same method and works great for my Turkish towel peshtemal business thanks for the awesome details