Restocking wigs is one of those retail tasks that looks simple until an unexpected delay, SKU change or shipping hiccup threatens margins and customer satisfaction. Preparing a focused conversation with your supplier keeps orders accurate and lead times predictable. Below are concrete questions, documents and alternative plans to take into that meeting so you leave with clear next steps, not uncertainty.
Start by compiling the SKU and inventory facts
Before you call or email, gather the concrete SKU-level data your supplier will need to respond quickly. This isn't high-level — list SKUs, exact color codes, length, cap construction (lace, lace-front, full lace, mono), fiber type (synthetic, heat-friendly, human hair) and the current on-hand quantity per SKU. Add your recent sales velocity for each SKU (units sold per week or month) and the cushion you want to maintain (days of cover or reorder point).
Example document items to include:
- SKU: WIG-203-BR-18 — Color: BROWN-2 — Length: 18" — Cap: Lace-front — Current on-hand: 6 — 4-week avg sell: 5/week — Desired safety stock: 10
- SKU: WIG-117-RD-10 — Color: RED-4 — Length: 10" — Cap: Regular — Current on-hand: 0 — 4-week avg sell: 2/week — Desired safety stock: 6
Confirm availability specifics, not general promises
“Available” can mean different things. Ask your supplier to specify: on-hand at their warehouse, production lead time if manufactured to order, or shipping from a third-party factory. Request availability in writing per SKU, with quantity and the warehouse location where the units will ship from. If availability is contingent on raw materials or color runs, have them identify which SKUs are affected and expected dates for resolution.
Suggested phrasing: “Please confirm available quantity by SKU and current location (your warehouse or factory). If unavailable, provide the expected restock date and whether that date is firm or estimated.”
Pin down shipping timelines with buffers and options
Shipping timeline conversations should separate processing, transit and customs clearance. Ask the supplier to break down the timeline: order processing time (picking, packing), carrier transit time for your chosen service level, and any historical customs delay windows at the origin or destination. When suppliers give a lead time, request a realistic range (best-case / typical / worst-case) and ask what drives the worst-case scenarios.
Also discuss expedited options and their costs. If a seasonal launch or promotion is time-sensitive, determine whether partial shipments are feasible so you receive best-selling SKUs sooner.
Clarify minimum order quantities, pack configurations and unit pricing
SKU details often depend on pack configuration. Confirm whether prices and lead times apply per unit, per pack, or per carton. Verify minimum order quantity (MOQ) per SKU and whether MOQ can be mixed across variants. If your supplier sells in color packs or length packs, ensure you understand how many individual units of a specific color you’ll receive in a mixed pack. This affects replenishment math and expected on-hand.
Ask for documented pricing per SKU at different quantity breaks and the currency used for invoicing. Request any additional fees that could apply — packaging customization, labeling, testing or handling — and whether those fees are per-order or per-unit.
Agree acceptable delivery windows and penalties
A verbal promise isn't binding for operations. If shipment timing matters, agree on acceptable delivery windows (for example, an arrival within a specified date range). Ask if the supplier will commit to a written acknowledgement or updated pro forma invoice that includes shipment dates. If delays occur, clarify remedies: priority on the next production run, partial shipment options, or agreed-upon compensation for missing a promotional deadline. Keep requests practical and document every agreed term by email so your purchasing and receiving teams have a record to act upon.
Plan alternatives: substitutions, rollovers and slow-moving SKU handling
No supplier can guarantee zero disruption, so discuss approved alternatives ahead of time. Options to cover stockouts include:
- Pre-approved substitutions: identify acceptable alternate colors, cap types or similar lengths and agree on how substitutions will be presented on packing lists and invoices.
- Partial shipments: agree that high-demand SKUs may ship first and the remainder follow, with separate tracking numbers.
- Rollovers: if a particular yarn or color is discontinued, establish whether a close-match replacement can be produced and whether you’ll be charged a product update fee.
Document the substitution approval process: who internally signs off on acceptance and the supplier’s notification lead time before making a substitution.
Confirm packaging, labeling and compliance needs
Packaging can affect handling costs and shelf readiness. Confirm whether wigs will arrive retail-ready or require repacking or relabeling. Provide exact label content and placement requirements — including UPCs, hang tags, or regulatory labels — and ask the supplier to send a photograph or sample acceptance before full production.
If your market requires specific testing or documentation, request certificates of compliance, fiber content statements or third-party test reports in advance. Agree on timing for receipt of these documents relative to shipment so customs or selling channels aren’t delayed.
Establish communication cadence and points of contact
Clear communication avoids lost emails. Designate primary contacts on both sides: commercial lead, production coordinator and logistics contact. Agree on a communication cadence for the order lifecycle: order confirmation, production update, pre-shipment photos, booking details and tracking once shipped. Use the channel that works best for both parties — email for formal records, messaging for quick clarifications — and confirm that urgent updates will be escalated to named contacts.
Ask for a standard order acknowledgement template that includes SKU, confirmed quantity, expected ship date, unit price and total. That document becomes your operational contract for the purchase until a formal invoice arrives.
Prepare contingency finance and returns terms
Define payment terms and the financial implications of delays or cancellations. If you rely on letters of credit, deposits or staged payments, outline what milestones trigger payments and what happens if a shipment is late. Confirm return policies for wrong shipments, damaged goods or quality issues, including timelines for reporting, authorization procedures and whether return shipping is covered.
Keep your accounting team in the loop and ask the supplier to provide pro forma invoices and final invoices in the format your accounts payable requires to avoid payment delays that can stall shipments.
Follow up with a clear, documented summary
After the conversation, send a concise summary email listing agreed SKUs, quantities, confirmed availability, shipping timelines, alternative plans, packaging requirements and contact names. Request written confirmation or an updated order acknowledgement. This becomes your operational roadmap and minimizes assumptions.
Conclusion
Wig restock planning is a mix of SKU-level detail, realistic timelines and pre-agreed alternatives. Show up to the supplier conversation with clear SKU lists, required safety stock, packaging and compliance needs, and a contingency plan for substitutions or partial shipments. Insist on written confirmations for availability and timelines and designate contacts for production and logistics. Those steps reduce surprises, keep your shelves stocked with the styles your customers want, and make sure restocks support launches and promotions rather than disrupt them.
For suppliers, product mixes and policies, check our wholesale and catalog resources to confirm packaging and MOQ details. If you need help preparing your SKU list or order acknowledgement template, see our wholesale and contact pages for guidance and to start a conversation with our team.