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Why Some Suppliers Take Forever to Respond (And How to Avoid It)

Ever sent an email to a supplier and felt like you were yelling into the void? 

You’re not alone. 

Slow response times are one of the biggest frustrations for sales reps and purchasing teams that work for our customers. We hear you. You’ve got a customer waiting on a quote, an urgent order to place, or a last-minute change to an existing purchase order—and you need answers now, not next week. 

So why does it take some suppliers forever to get back to you? And more importantly, how can you avoid this headache altogether? 

Let’s break it down. 

1. Your Inquiry is Stuck in the “Middleman Maze” 

 Some suppliers have too many layers between you and the answers you need.

  • Your email gets forwarded from a general inbox to a sales rep.
  • The sales rep waits on a pricing or availability update from purchasing.
  • Purchasing checks with the warehouse (which may or may not have real-time inventory).
  • Then the whole chain reverses back to you.

By the time you get an answer, your customer has already found another source.   

How to avoid it: Look for suppliers with real-time stock visibility and a direct, responsive support team. If they need a paper trail for every quote request, that’s a red flag.

2. They Don’t Prioritize Your Inquiry

Let’s be honest: Some suppliers pick and choose who gets a fast response.

  • If they see you as a small account, you might get pushed to the bottom of the pile.
  • If they’re overloaded with big customers, they may not have the bandwidth to respond quickly
  • Some suppliers just have slow, outdated processes and don’t consider response time a priority.

How to avoid it: Work with a supplier that treats every order like a priority. Test them by sending a few sample inquiries and tracking how fast they respond. If they take more than a day to answer a basic question, imagine how long it’ll take when you really need them.         

3. Their Systems Are Outdated (or Nonexistent)       

Some suppliers still rely on spreadsheets and manual updates to track inventory. That means every stock check or price confirmation requires:     

  • Someone to look it up manually
  • A phone call to verify availability
  • A delay while they update their system (if they even do)

If a supplier can’t instantly tell you what’s in stock, that’s a sign they’re running on outdated processes.     

How to avoid it: Choose a supplier with live inventory updates and an eCommerce platform that lets you see availability before you even ask. No more back-and-forth emails.    

4. They’re Just
 Bad at Communication   

  Some suppliers are just bad at responding. Period.

  • They ignore emails.
  • They never answer the phone.
  • They send vague responses that don’t actually answer your question.

By the time you get an answer, your customer has already found another source.   

How to avoid it: Work with a supplier that values clear, fast, and proactive communication. A good supplier should:

  • Respond within a few hours, not days
  • Give clear, complete answers (not just “I’ll check and get back to you”)
  • Offer multiple ways to get in touch (email, phone, live chat, etc.)

The Bottom Line: Don’t Chase Answers—Get Them Instantly

If you’re tired of suppliers wasting your time, slowing you down, and costing you deals, it’s time to switch to a supplier that actually prioritizes your needs.

At Petrovalve, we make it super easy to get the answers you need—without the wait.

✅ Live inventory updates—check stock in seconds
✅ Fast, responsive sales teams—real answers, real quick
✅ Easy online ordering—no back-and-forth emails needed

Ready to stop waiting and start winning? Check our live inventory now!

Want to share your supplier horror stories? Drop them in the comments—we've all been there!    

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