Building Long-Term Vendor Relationships

Your manufacturer isn't just a vendor—they're a partner. The brands that scale smoothly have strong factory relationships built on communication, reliability, and mutual respect. Here's how to build one.

Why Relationships Matter

Good factory relationships get you:

• Priority during busy seasons: Your orders move up the queue
• Better pricing over time: Loyalty matters
• Flexibility: Rush orders, MOQ exceptions, payment terms
• Quality consistency: They know your standards
• Problem-solving: They'll work with you when issues arise

Communication Best Practices

Be Clear and Documented

Verbal agreements get forgotten. Every decision, change, or approval should be in writing—email, shared doc, whatever. This protects both sides.

Respect Time Zones

If your factory is overseas, schedule calls during their business hours sometimes. Small gesture, big impact.

Respond Quickly

Production delays often come from client-side slowness. When they ask questions or need approvals, respond same-day if possible.

Payment Terms That Work

Standard terms for new relationships:

• First order: 50% deposit, 50% before shipping (common)
• Established relationship: 30% deposit, 70% net 30 after delivery
• Strong relationship: Net 30-60 on everything

Pay on time. Always. Nothing destroys a relationship faster than chasing payments. If you're going to be late, communicate early.

When Problems Happen

And they will. Quality issues, delays, miscommunication. How you handle it defines the relationship:

• Stay calm: Angry emails don't fix problems
• Document everything: Photos, measurements, specifics
• Propose solutions: "Can we do X?" works better than "This is your fault"
• Share responsibility: Was your tech pack clear? Could you have caught it earlier?
• Build in QC: Inspection before shipping prevents most issues

Growing Together

The best relationships are mutual growth:

• Give them consistent volume as you grow
• Refer other brands if they do good work
• Visit in person if possible (especially overseas)
• Share your roadmap so they can plan capacity

The Bottom Line

Treat your manufacturer like a partner, not a vendor. They're building your product. The better your relationship, the better your product, your timeline, and your margins.