Best Practices: Supplier Email Campaigns

BEST PRACTICES: Supplier Email Campaigns

This document’s intent is to offer information that is a combination of feedback from SG regarding the intent of the tool along with feedback from our clients regarding how they use the tool. Please reference this information as a guide only.

Supplier Campaigns are essential to initiating and having an ongoing communication with your Current Suppliers. Email campaigns assist in establishing clear expectations regarding a client’s partnership with SupplierGATEWAY and can also offer guidelines for the client’s program and reinforces what a clients requirements are for their program. 

Supplier Campaigns are initiated by the client. The very first email sent is to your supplier base introducing the partnership.

IDENTIFY TARGET MARKET

There are a series of target markets that potentially your company may need to identify. If you have a standard registration, create a list of your current suppliers. Make sure that your Current Supplier list has the primary email addresses and contact information on your template.

For Tier 2 Reporting programs, create a list of Primes that are required to report Tier 2 spend to your organization. Make sure this population is marked as “REQUIRED TO REPORT” under Supplier Status.

INTRODUCTION EMAIL

The introduction email is specifically sent to your Current Suppliers who need to register OR to your Tier 2 Primes who need to register and report Tier 2 with the primary purpose to introduce the SupplierGATEWAY partnership. This is essential so that users recognize the partnership since they will be receiving notifications and correspondence from the system referencing reporting and updating their company information. An example of an introduction email is below.

Dear Supplier,

Thank you for being one of our preferred vendors. At Company X, we are excited to announce that we are expanding our Supplier Diversity Program. We have partnered with SupplierGATEWAY to manage our Company X supplier diversity portal. You will be receiving a series of emails that will require you to register to our Company X Supplier Diversity portal site. We appreciate your business and are a looking forward to continuing having business with you.

REGISTRATION MASS EMAIL

The registration email can be sent directly from the portal OR SupplierGATEWAY can send a mass email. Please see an example of the language below. Once vendors receive this email, they will be met with a link that send them directly to CREATE an Account and complete the registration process. Once registered, this registration establishes an individual account (for the user who registered) and in some cases a new company profile if one had not previously been established with users. 

TIER 2 MASS EMAIL

The Tier 2 Mass Email is sent to not only identify your Primes, but also advise on the schedule in which they should report their Tier 2 expenditures. This email is initially sent from SupplierGATEWAY. Then its sent by the client every quarter or when spend is due per the requirements of the program. See example below.

Dear Preferred Vendor,

You have been selected to participate in Company X’s Supplier Diversity Tier-2 Reporting Program. Your participation is requested for you to log into the Company X Supplier Diversity site and report your Tier-2 expenditures. Please click the link below to create your account and register to the Supplier Diversity portal. After you register and log back into the portal, please Submit your Tier 2 Spend with the application provided under the " Active Apps" section. In addition, if you have any questions, the Resource Library offers guides and job aides to assist with your reporting along with the red SUPPORT tab on the page. If you have already registered to the portal, please login and report Tier 2.

For non- registered users, please "Create an Account". Please note the reporting dates below:

Q1: January 1 - March 31              Spend reporting due May 31st

Q2: April 1 - June 30                     Spend reporting due August 20th

Q3: July 1 - September 30             Spend reporting due November 19th

Q4: October 1 - December 31       Spend reporting due February 25th

Every reporting period, the client typically sends a reminder email in conjunction to our system generated Tier-2 reporting email that reminds the Primes that its time to report. See below an example of a client’s reminder email.

Good Morning Everyone, 

I would like to provide you with the first reminder of the established and upcoming deadline for your Tier II Reports to ABC Health System, which will be due no later than close of business May 14, 2021.  Please follow the normal channels via SupplierGATEWAY for reporting your spend.  Also, if you encounter any problem(s) please report them, immediately, as our reporting window is critical and timely.

Please be respectful of the due date.