MOQ request reply templates
Ten replies to a buyer who wants to order below your minimum order quantity: ask why, hold the MOQ, offer a smaller pack, a trial order or a mixed order.
By the PromptLab team7 November 20267 min read
"Can we order just 200 kilos?" arrives when your minimum is a pallet. The buyer may be testing a new product, short of cash or simply trying their luck. A flat "no" can lose a customer who would have grown. A flat "yes" teaches everyone your minimum is a suggestion and can cost you money on every small order.
The replies below help you find out why the buyer is asking, then choose between holding the line, bending it for a price, or finding another way to reach the minimum. They are written for manufacturers, distributors and wholesalers. If you want the term explained first, read what is MOQ.
Before you reply: know why the minimum exists
Your minimum covers a real cost: a production run, a pallet or a truck, a setup or a pick-and-pack. Work out which one it is before you answer. If a 200 kilo order costs you the same to produce and ship as a 1,000 kilo order, the honest reply is a higher price per unit, not a discount. If you buy in from a supplier whose own minimum is a drum, you can sell from stock at a small premium and nothing more.
Write down three numbers per product group:
- The standard minimum and what it is based on.
- The lowest quantity you would ever accept, and at what price.
- Who can approve an exception, so a rep does not have to guess.
First reply: ask why
Subject: Re: Order of [Quantity] [Product]
Hi [First name], Thank you for the enquiry. Our standard minimum for [Product] is [MOQ] per order. Before I say what we can do, can you tell me what the smaller quantity is for? Is it a trial of a new product, a one-off project, or a limit on storage or budget? Knowing that helps me find a way that works for both of us. [Your name]
Send it first. The answer decides which of the replies below fits.
Offering a way to meet the minimum
Subject: Reaching the minimum with [Product A] and [Product B]
Hi [First name], Our minimum is [MOQ] per order, but it can be made up of more than one item. If you add [Product B] to the [Quantity] of [Product A], the total reaches [Total] and we can ship it together at [Price] per [Unit]. Would adding [Product B] work for you? I can requote straight away. [Your name]
Use it when the buyer uses several products from your range. It lifts the order and keeps your price.
Subject: [Total quantity] of [Product] in [Number] deliveries
Hi [First name], If you can order [MOQ] in total, we can deliver it in [Number] parts: [Quantity] now and the rest on dates you choose within [Period]. You get the price for the full quantity, and you do not need to store it all at once. We would invoice each delivery as it ships. Do you want me to draw up the schedule? [Your name]
Use it when storage or cash flow is the problem. Check with operations that you can hold the stock for that long.
Subject: Splitting an order of [Product]
Hi [First name], We can ship [MOQ] of [Product] to one address and you take the part you need. If you have a partner or a sister site who also buys it, you can split the order between you. We would still need one purchase order and one delivery address. Is that an option? If not, tell me and I'll suggest another way. [Your name]
Use it sparingly. It is simple only if one buyer takes responsibility for the order.
Accepting a smaller order, at a price
Subject: Price for [Quantity] of [Product]
Hi [First name], For [Quantity], below our standard minimum, I can quote [Price] per [Unit], which is [Amount] above the standard price. The difference covers the cost of a smaller run and a part-filled [Pallet or carton]. If you order [MOQ] later, the standard price of [Standard price] applies. Shall I send the quote? [Your name]
Use it when you are willing to take the order but not at the usual price.
Subject: Quote for [Quantity] of [Product]
Hi [First name], I can accept [Quantity] at our normal price of [Price] per [Unit]. Because it is below our minimum, I'll add a handling charge of [Amount] to the order. It stays the same however small the order is, so it does not grow with quantity. Let me know and I'll update the quote. [Your name]
Use it when you would rather keep the price list simple and charge the extra as a separate line.
Subject: A trial order of [Product]
Hi [First name], Since you're trying [Product] for the first time, I can accept [Quantity] as a one-off trial at [Price] per [Unit]. On your next order we'd work to the standard minimum of [MOQ]. If the trial works, would you like me to hold [MOQ] for you to confirm by [Date]? [Your name]
Use it for a promising new buyer. Say clearly that it is a one-off, in writing.
Offering something else
Subject: A sample of [Product] to test first
Hi [First name], If you want to test [Product] before buying, I'd suggest a sample of [Sample size] instead of a small order. [It is free / It is charged at [Amount] and credited against your first order]. If it performs, you can order from our standard minimum. Where should I send it, and who should it go to? [Your name]
Use it when the buyer is not sure the product fits. A sample costs less than a small order and answers the real question. For the details to ask for, see sample request reply templates.
Subject: Smaller quantities of [Product]
Hi [First name], Our minimum is [MOQ] when we produce to order. For smaller quantities, [Distributor or stockist] holds [Product] in [Region] and can supply from [Quantity]. They buy from us, so the quality is the same. If you prefer to deal directly with us, I'll note your interest for when your volume grows. [Your name]
Use it only if you have a distributor who sells small quantities. It keeps the buyer inside your brand.
Saying no
Subject: Re: Order of [Quantity] [Product]
Hi [First name], Thank you for being open about the quantity. I've checked, and I'm not able to go below [MOQ] on [Product]. A smaller run would cost us more than the order is worth, and I don't want to quote you a price that wouldn't hold. If your volume changes, or you'd like to mix [Product] with other items, please come back to me. I'd be happy to quote. [Your name]
Use it when nothing else works. Leave the door open, and put a reminder in your diary to call them in three months.
Tips for using these replies
- Never accept a small order without a reason. Write down why you did, so the exception does not become the rule.
- Say "one-off" and put it on the quote. Buyers remember what was written down.
- Ask about the next order. A small first order is good if a bigger one follows.
- Check the cost. A small order that takes the same effort to pick, pack and invoice can cost more than the margin on it.
- Keep the price list honest. If many buyers ask for the same smaller pack, make it a product. See how to manage customer price lists.
- Don't turn a no into a discount. If the buyer then asks for a price cut too, use discount request reply templates.
Send them from your CRM
Frequently asked questions
Should I always refuse orders below the MOQ?
No. A minimum protects your costs, but a small order from a promising buyer can be worth taking at a higher price or as a one-off trial. Decide the rule and the exception in advance, and write down who can approve it.
How do I charge for an order below the minimum?
Either quote a higher price per unit for the smaller quantity, or keep your normal price and add a handling charge as a separate line. A separate line is easier to explain and easy to remove when the buyer reaches the minimum.
What if a competitor offers a lower minimum?
Ask what price and lead time come with it. A low minimum often means a higher unit price or stock held by someone else. Offer a mixed order, a call-off or a sample, and compare on the total cost.
Can I let a buyer reach the minimum with several products?
Yes, if it works for your production and picking. It raises the order value and keeps your price. Make sure the minimum on your price list says whether it applies per product or per order.
How do I tell a buyer about a new minimum?
Give notice in writing, say the date it starts, and explain what changed. For regular customers, offer to honour the old minimum for orders confirmed before that date.