Introducing Simvia to your Suppliers
Once your account is set up, it is important to inform your suppliers that you will start using Simvia as your platform for collecting and managing documents.
Suppliers are more likely to respond to document requests when they understand:
- Why they are receiving requests through Simvia
- That Simvia is a secure and trusted platform
- What is expected from them going forward
Sending a short, personal introduction email before sending document requests significantly improves response rates.
How to inform your suppliers
We recommend sending a direct email to your suppliers before activating or sending any document requests.
You can:
- Copy the supplier email addresses from your contact list
- Paste them into your email client, such as Outlook
Important
When sending this email to multiple suppliers, always use BCC.
Using BCC ensures that:
- Suppliers only see their own email address
- Other supplier contact details are not shared
This avoids confusion and protects contact information.
Email template
You can use the template below and adjust it to your own tone or internal wording if needed.
Subject
Introduction to Simvia for document management
Dear Supplier,
We would like to inform you that we will be using Simvia as our platform for collecting and managing supplier documents going forward.
Simvia is a secure platform that allows us to request, review, and store documents in a structured way. Using this system helps reduce manual emails and ensures that all required information is kept up to date.
You may receive document requests or invitations via Simvia in the near future. When this happens, you can upload your documents directly in the platform.
If you have any questions about this new way of working, please feel free to contact us.
Kind regards,
[Your name]
[Company name]
When to send this email
Send this introduction:
- Before activating automatic document requests
This helps suppliers recognise the platform and respond more quickly once requests are sent.