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.

 

💡 Best Practice: Introduce SupplierGateway to Your Suppliers via Internal Email

To ensure a smooth rollout and high engagement, we recommend sending an introduction email from an internal company email address to your suppliers before they receive any automated communications from SupplierGateway.

This outreach should be targeted to:

• Current Suppliers 

• Tier 2 Prime Suppliers who need to register and report Tier 2 spend.

The primary purpose of this communication is to introduce the SupplierGateway partnership and explain why suppliers will soon receive messages, reminders, and requests for information from the system. When suppliers recognize the partnership, they are more likely to trust and respond promptly to these notifications.

Recommended Timing

Send this email prior to launching campaign or reporting request activity within SupplierGateway.

Example Introduction Email

Subject: Introducing Our Partnership with SupplierGateway

Dear [Supplier Name],

We’re pleased to share that [Your Company Name] has partnered with SupplierGateway, a supplier management and reporting platform that will help streamline our supplier data collection and Tier 2 reporting.

In the coming days, you will receive an email from SupplierGateway inviting you to register (or update your existing profile) in their system. Please note that this is a legitimate communication related to our ongoing business relationship.

Registration in SupplierGateway will help ensure your company’s information remains current and compliant with our requirements.

If you have any questions, please reach out to [support email or contact person].

Thank you for your partnership,
[Your Name]
[Your Title / Department]
[Your Company Name]

📢 Current Supplier Registration Campaign Email Best Practice

Supplier Campaigns are initiated by clients through the Campaign Console in SupplierGateway. These campaigns are designed to invite current suppliers to register in the platform and ensure their company information is accurate and up to date.

When suppliers receive the campaign email, they will see a Create an Account icon within the message. This icon includes an automated registration link that directs them to create an account in SupplierGateway. Completing this process will:

• Establish an individual user account for the registrant, and

• Create a new company profile if one does not already exist in the system.

✉️ Sample Registration Campaign Email

Subject: Action Required – Register in SupplierGateway

Dear Supplier Partner,

[Your Company Name] has partnered with SupplierGateway, an online supplier management and registration platform, to help maintain accurate and up-to-date supplier information.

To continue doing business with us, please register your company in SupplierGateway by selecting the icon in this message below. The system will automatically guide you through the registration process.

This registration will allow you to manage your company profile, maintain compliance documentation, and ensure your information remains current in our system.

If your company already has a SupplierGateway account, please log in with your existing credentials and update your information as needed.

Thank you for your prompt attention and continued partnership.

📢 Tier 2 Reporting Campaign Email Best Practice

The Tier 2 Mass Email is used to notify and engage Prime Suppliers (Tier 1 suppliers) who are required to report their Tier 2 spend.

This communication serves two key purposes:

1. To invite your Primes to participate in your organization’s Tier 2 Reporting Program, and

2. To outline the reporting schedule and expectations for submitting Tier 2 expenditure data.

✉️ Sample Tier 2 Reporting Campaign Email

Subject: Action Required – Tier 2 Spend Reporting for [Company Name]

Dear Valued Supplier,

You have been selected to participate in [Company Name]’s Tier 2 Reporting Program. Your participation is essential in helping us track and strengthen our supplier engagement initiatives.

Please log into the [Company Name] SupplierGateway portal to report your company’s Tier 2 expenditures.

For users new to the portal, click the Create an Account icon within this message to register and access the reporting platform. Once registered, log in and navigate to the Submit Standard Tier 2 Reporting app.

Helpful tools and resources—including user guides and job aids—are available in the Resource Center, and additional assistance can be accessed via the red SUPPORT tab on the bottom corner of the portal page.

If you are already registered, simply log in and complete your Tier 2 spend submission.

Reporting Schedule:

• Q1: January 1 – March 31 → Spend due May 31

• Q2: April 1 – June 30 → Spend due August 20

• Q3: July 1 – September 30 → Spend due November 19

• Q4: October 1 – December 31 → Spend due February 25

Thank you for your continued partnership and support of [Company Name]’s supplier engagement program.

📅 Tier 2 Reporting Reminder Email

During each reporting period, the client typically sends a reminder email to accompany the system-generated Tier 2 reporting notifications from SupplierGateway. The system automatically notifies Prime Suppliers when the reporting period opens and sends a follow-up reminder, based on your configured grace period, to alert them that the reporting window will close soon. ANY additional reminders sent by your organization, reinforces the reporting deadlines and encourages Prime Suppliers to log in and submit their Tier 2 spend.

✉️ Sample Tier 2 Reporting Reminder Email

Subject: Reminder – Tier 2 Spend Reporting Period Now Open for [Company Name]

Dear Valued Supplier,

This is a friendly reminder that the current Tier 2 reporting period for [Company Name]’s Supplier Engagement Program is now open.

Please log into the [Company Name] Supplier Engagement portal to report your company’s Tier 2 expenditures for this period.

If you have already submitted your spend, thank you for your prompt action—no further steps are required.

For suppliers who have not yet completed reporting, please log in as soon as possible. New users can select the Create an Account icon in the message to register before reporting.

Note: Please specify the due date for this reporting period.

Additional tools and resources are available in the Resource Library, and further support can be accessed via the red SUPPORT tab within the portal.

Thank you for your continued partnership and timely reporting.