Keep your Purchase Orders out of your supplier’s Junk Mailbox

Are you sending Purchase Orders to your suppliers using the e-mail feature in the free version of SpendMap?

If your e-mailed POs are getting caught in your suppliers’ Junk Mail filters, you might want to try adding some text to the e-mail cover page.  Without some content in the body of the e-mail, the e-mail will include only an attachment (the attached PO) and one line of text (the default e-mail footer “Get your FREE Purchasing Software at…”, which also includes a hyperlink).  In some cases, a one-line e-mail with a hyperlink and an attachment will be enough to trigger a supplier’s SPAM filter.

So consider adding some text to your e-mail cover page for Purchase Orders, using the field called “Boilerplate for POs/Releases/RFQs”, in the E-mail Settings utility, which you can find here…
– PURCHASING > Setup system > e-mail settings

Here’s some sample cover page text to consider…

Dear Supplier,

Please process the following orders/confirmations.

If you have any questions, please contact us before processing this order.

Also please add this e-mail address to your “safe sender” list or address book, to help ensure that you get our Purchase Orders going forward.

Thank you,

ABC Company – Purchasing Department
(other contact info here)
(avoid adding hyperlinks like e-mail addresses or your company’s URL, as additional links can increase an e-mail’s SPAM score)

2 comments

  1. You can also use the PO Acknowledgements Utility to ensure that POs have been received in good order by your suppliers…
    PURCHASING > Purchase Orders > PO Acknowledgements > Acknowledge Purchase Orders

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