How Vendors Receive Orders (Email Templates)

Introduction

When an order is approved and ready to be fulfilled, ARMOR automatically sends a comprehensive email notification to the vendor's contact address. This email serves as the official service or purchase request, providing vendors with all the information they need to respond promptly and accurately. Understanding what vendors receive, how the email is structured, and what data is included helps administrators ensure smooth vendor communication and helps users create effective orders that vendors can action immediately.

This article details the vendor notification email structure, explains each data field, provides examples of what vendors see, and offers guidance on optimizing order information for vendor clarity.

The Vendor Notification Email Structure

Email Metadata

The vendor email contains the following metadata fields:

Field	Content	Purpose
From	noreply@armordata.com (or your organization's custom ARMOR email)	Identifies the email as from ARMOR system
Reply-To	Order creator's email address or organization contact email	Allows vendor to reply directly to the order creator for questions
To	Vendor's primary contact email	Primary recipient
CC	Vendor's secondary email (if configured), organization's order tracking email (optional)	Additional recipients for visibility
Subject	New [Order Type] Order: [ORDER-ID] - [Asset Name]	Clear identification of order type and asset

Subject Line Examples:

• "New Service Order: SVC-127 - CAT C15 Generator #12345"
• "New Parts Order: PART-089 - Cummins QSK60 Generator #67890"
• "New Capital Order: CAP-003 - Boston Data Center Generator Replacement"

The subject line is designed for easy filtering and prioritization in the vendor's inbox.

Email Body: Key Sections

The vendor notification email body is structured in logical sections with clear headings:

1. Order Summary Header - High-level overview
2. Customer Information - Who to contact for questions
3. Asset Details - Equipment information
4. Site/Location Information - Where the asset is located
5. Order Description - What needs to be done or ordered
6. Attachments - Photos or documents
7. Priority and Urgency - Timeline expectations
8. Requested Service Date - Preferred date (for service orders)
9. Special Instructions - Access codes, contacts, notes
10. Next Steps - What the vendor should do

Detailed Breakdown of Email Content

Section 1: Order Summary Header

The email begins with a prominent summary box containing essential order identifiers:

Example:

NEW SERVICE ORDER

Order ID: SVC-127
Order Type: Service
Priority: Urgent
Created: November 18, 2025 at 10:45 AM EST
Created By: John Technician (john.tech@yourcompany.com)

This section provides vendors with the critical identifiers they need to reference the order in their system and understand the urgency level.

Section 2: Customer Information

The OrderNotificationData structure (from ARMOR's Go source code) contains over 20 fields. The customer information section includes:

Field	Example Value	Purpose
Company Name	Acme Corporation	Identifies the customer organization
Contact Person	John Technician	Primary contact for this specific order
Contact Email	john.tech@yourcompany.com	Email to reach the order creator
Contact Phone	(555) 123-4567	Phone number for urgent communication
Account ID	ACC-12345	Customer account reference (for vendor records)

Rendered in Email:

CUSTOMER INFORMATION

Company: Acme Corporation
Contact: John Technician
Email: john.tech@yourcompany.com
Phone: (555) 123-4567
Account ID: ACC-12345

Vendors use this information to reach out with questions, schedule service appointments, or provide quotes.

Section 3: Asset Details

The asset section provides complete technical information about the equipment requiring service or parts:

Field	Example Value	Purpose
Asset Name	Boston DC Main Generator	User-friendly asset identifier
Manufacturer	Caterpillar	Equipment manufacturer
Model	C15	Specific model number
Serial Number	CAT-C15-12345A	Unique equipment serial number
Asset Type	Generator	Equipment category
Capacity/Rating	500 kW	Equipment size/capacity
Install Date	March 15, 2015	Asset age (helps assess maintenance needs)
Hours/Runtime	4,523 hours	Current usage (for PM scheduling)

Rendered in Email:

ASSET DETAILS

Asset Name: Boston DC Main Generator
Manufacturer: Caterpillar
Model: C15
Serial Number: CAT-C15-12345A
Type: Diesel Generator
Capacity: 500 kW
Installed: March 15, 2015 (10.7 years in service)
Runtime: 4,523 hours

This technical data helps vendors:

• Identify the correct parts or service procedures
• Determine what tools and expertise are required
• Assess whether the asset is under warranty
• Estimate labor time based on asset age and complexity

Section 4: Site/Location Information

The location section helps vendors navigate to the asset's physical location:

Field	Example Value	Purpose
Site Name	Boston Data Center	Customer-facing site name
Address	123 Technology Drive, Boston, MA 02101	Full physical address
Building/Floor	Building A, Rooftop	Specific location within site
GPS Coordinates	42.3601° N, 71.0589° W	Precise location (for large sites or outdoor assets)
Access Instructions	Check in at main lobby security desk. Ask for John Technician.	How to gain site access

Rendered in Email:

SITE/LOCATION

Site: Boston Data Center
Address: 123 Technology Drive
         Boston, MA 02101
Location: Building A, Rooftop Generator Room
GPS: 42.3601° N, 71.0589° W

Access Instructions:
Check in at main lobby security desk. Ask for John Technician.
Security will provide escort to rooftop. Access code for generator room: #4567.

Clear location and access information reduces vendor confusion and ensures they arrive at the correct location ready to work.

Section 5: Order Description

The order description is the heart of the vendor email—it explains what the vendor needs to do:

Rendered in Email:

ORDER DESCRIPTION

Perform 500-hour preventive maintenance per Caterpillar C15 manufacturer schedule.

Scope of work includes:
• Engine oil and filter change (use 15W-40 mineral oil, approximately 12 gallons)
• Fuel filter replacement
• Air filter inspection and replacement if needed
• Coolant level check and top-off (use ELC coolant only)
• Belt tension inspection and adjustment
• Battery load test and terminal cleaning
• Visual inspection of all electrical connections
• Load bank test: 1 hour at 75% load (375 kW)

Please coordinate service date with site manager Sarah Johnson:
Email: sarah.johnson@yourcompany.com
Phone: (555) 987-6543

Generator hours at time of order: 4,523 hours
Last PM performed: June 15, 2025 at 4,023 hours

The description is pulled directly from the order creator's input. Well-written descriptions (like the example above) enable vendors to:

• Understand exactly what's required
• Prepare necessary parts and tools in advance
• Provide accurate quotes
• Schedule appropriate labor hours

Section 6: Attachments (Images and Documents)

If the order creator attached photos or documents, they are either:

• Embedded in the email body (for 1-3 small images)
• Included as email attachments (for larger files or multiple images)
• Linked to a secure download URL (for very large files or high-resolution images)

Rendered in Email:

ATTACHED IMAGES

The following images have been attached to provide additional context:

[Image 1: Generator control panel showing error code]
[Image 2: Air filter condition (visibly dirty)]
[Image 3: Generator nameplate with serial number]

Total: 3 images attached

Images from ARMOR's GridFS storage are automatically compressed and formatted for email delivery. Vendors can click on image thumbnails to view full-size versions.

Why Images Matter:

• Photos of error displays help vendors diagnose issues before arriving on-site
• Part label images ensure vendors order the correct components
• Damage photos help vendors assess repair complexity and quote accurately
• Visual context reduces the need for follow-up questions

Section 7: Priority and Urgency

The priority level is prominently displayed to help vendors triage their workload:

Rendered in Email:

PRIORITY: URGENT

This order requires expedited response. Please contact the customer within 4 hours
to schedule service within 1-3 business days.

Priority levels are color-coded and include suggested response times:

Priority	Color	Suggested Response Time	Email Formatting
Emergency	Red	Immediate (same day)	Red border, bold text, top of email
Urgent	Orange	1-3 business days	Orange border, bold text
Normal	Blue	1-2 weeks	Standard formatting
Low	Gray	Flexible	Muted formatting

Section 8: Requested Service Date

For service orders, the requested service date (if provided) is clearly displayed:

Rendered in Email:

REQUESTED SERVICE DATE

Preferred Date: December 5, 2025
Acceptable Range: December 5-8, 2025

Please confirm availability with the site manager as soon as possible.

This is a request, not a guarantee. Vendors are expected to confirm or propose alternative dates based on their availability.

Section 9: Special Instructions

The email includes any special instructions or notes relevant to the vendor:

Rendered in Email:

SPECIAL INSTRUCTIONS

• Site requires 48-hour advance notice for all service appointments
• Vendor must provide certificate of insurance before site access is granted
• Generator must remain operational during service—no extended outages allowed
• Please bring load bank equipment (customer does not have on-site)
• Service must be completed by 5:00 PM due to site closing time

Special instructions may include:

• Site access requirements (badges, insurance, background checks)
• Safety protocols (PPE, confined space training, lockout/tagout procedures)
• Time constraints (service windows, quiet hours)
• Equipment or tools the vendor must provide
• Delivery instructions for parts orders

Section 10: Next Steps for Vendor

The email concludes with clear action items for the vendor:

Rendered in Email:

NEXT STEPS

1. Review this order and confirm you can fulfill it
2. Contact the customer (John Technician) to schedule service or provide a quote
3. If you have questions, reply to this email or call (555) 123-4567
4. Update the order status in your ARMOR vendor portal (if applicable)
5. Complete the work and invoice the customer upon completion

Thank you for your prompt attention to this order.

Best regards,
ARMOR Asset Management System
On behalf of: Acme Corporation

Clear next steps reduce confusion and accelerate vendor response.

Email Template Customization

Organization Branding

Some ARMOR accounts support custom email templates with organization branding:

• Company Logo: Your organization's logo appears at the top of the email
• Custom Colors: Email headers and borders match your brand colors
• Custom Footer: Company contact information, website, legal disclaimers
• Custom From Address: Emails sent from your domain (e.g., orders@yourcompany.com) instead of generic ARMOR address

Custom branding increases vendor trust and reinforces professionalism. Contact your ARMOR account representative to enable custom email templates.

Order Type-Specific Templates

Different order types may use slightly different email templates:

Order Type	Template Differences
Parts Orders	Emphasizes part numbers, quantities, and shipping address; omits service date and access instructions
Service Orders	Emphasizes service scope, access instructions, and requested service date; includes maintenance mode notification
Capital Orders	Emphasizes budget requirements, approval authority, and quote request; includes project timeline and specifications

What Happens After the Vendor Receives the Email

Vendor Acknowledgment

After receiving the order email, vendors typically:

1. Review the Order: Read all details to understand requirements
2. Respond to Customer: Reply to the order creator's email or call to acknowledge receipt and ask any clarifying questions
3. Provide Quote or Estimate: For service or capital orders, send a cost estimate or formal quote
4. Schedule the Work: Coordinate a service date with the site contact
5. Update Order Status: If the vendor uses ARMOR's vendor portal (optional feature), they can log in and update the order status (e.g., "Acknowledged," "Scheduled," "In Progress")

Vendor Portal Integration (Optional)

Some ARMOR accounts provide vendors with access to a vendor portal where they can:

• View all orders from the customer organization
• Update order status (In Progress, Complete, Delayed)
• Upload completion photos or service reports
• Submit invoices electronically
• View payment status

When vendor portal integration is enabled, the order notification email includes a prominent link:

VIEW AND MANAGE THIS ORDER ONLINE

Click here to access the ARMOR Vendor Portal:
https://vendor.armordata.com/orders/SVC-127?token=abc123xyz

In the portal, you can:
• View full order details and attachments
• Update order status and add notes
• Upload photos and service reports
• Submit invoices

If this is your first time accessing the portal, you'll be prompted to create a vendor account.

Vendor portal integration significantly improves order tracking and reduces email back-and-forth.

Common Vendor Email Scenarios

Scenario 1: Emergency Service Order

Email Example (Excerpts):

NEW SERVICE ORDER - EMERGENCY

Order ID: SVC-128
Priority: EMERGENCY
Created: November 18, 2025 at 2:15 PM EST

PRIORITY: EMERGENCY

This is an emergency order. Generator is down and site is on utility backup power.
Please respond immediately.

Expected Response Time: Within 1 hour
Expected On-Site Arrival: Same day

---

CUSTOMER INFORMATION

Contact: John Technician
Phone: (555) 123-4567 (CALL IMMEDIATELY)
Email: john.tech@yourcompany.com

---

ORDER DESCRIPTION

EMERGENCY: Boston DC main generator failed to start at 2:00 PM. Site is currently on
utility power with no backup. Generator error code E-47 displayed on control panel.

Asset was operational during last PM on October 15, 2025. No known issues prior to failure.

Please call John Technician immediately upon receipt of this email: (555) 123-4567

Vendor must arrive on-site within 4 hours to diagnose and repair.

---

NEXT STEPS

1. CALL CUSTOMER IMMEDIATELY: (555) 123-4567
2. Dispatch technician to site ASAP
3. Provide ETA to customer
4. Diagnose issue and perform emergency repairs
5. Update order status as work progresses

Emergency orders use prominent visual formatting (red borders, bold text, all-caps) to ensure vendors recognize urgency.

Scenario 2: Routine Parts Order

Email Example (Excerpts):

NEW PARTS ORDER

Order ID: PART-092
Priority: Normal
Created: November 18, 2025 at 9:00 AM EST

---

CUSTOMER INFORMATION

Company: Acme Corporation
Contact: Sarah Procurement
Email: sarah.procurement@yourcompany.com
Phone: (555) 234-5678

---

ASSET DETAILS

Asset: CAT C15 Generator #12345
Manufacturer: Caterpillar
Model: C15
Serial Number: CAT-C15-12345A

---

ORDER DESCRIPTION

Please ship the following replacement parts:

1. Air filter - CAT part number 360-1234 (or equivalent) - Qty: 1
2. Oil filter - CAT part number 456-7890 (or equivalent) - Qty: 2
3. Fuel filter - CAT part number 789-0123 (or equivalent) - Qty: 1

Ship to:
Acme Corporation
Attn: Maintenance Department
123 Technology Drive
Boston, MA 02101

Requested Delivery Date: By December 1, 2025

Please provide tracking number once shipped.

---

NEXT STEPS

1. Confirm availability of parts
2. Provide quote and estimated ship date
3. Ship parts to address above
4. Email tracking number to sarah.procurement@yourcompany.com

Parts orders are straightforward: list of items, quantities, shipping address, and timeline.

Scenario 3: Capital Equipment Quote Request

Email Example (Excerpts):

NEW CAPITAL ORDER - QUOTE REQUEST

Order ID: CAP-004
Priority: Normal
Created: November 18, 2025 at 11:00 AM EST

---

CUSTOMER INFORMATION

Company: Acme Corporation
Contact: Michael Manager (Project Lead)
Email: michael.manager@yourcompany.com
Phone: (555) 345-6789

---

ORDER DESCRIPTION

REQUEST FOR QUOTE: Replacement of aging Kohler 150kW generator at Boston Data Center.

Current Asset Being Replaced:
• Manufacturer: Kohler
• Model: 150REOZJC
• Serial Number: KOHLER-150-67890
• Installed: 2005 (20 years old)
• Condition: End of life, frequent breakdowns, high maintenance costs

REQUIREMENTS FOR REPLACEMENT UNIT:

Capacity:
• Minimum 150 kW continuous rating (prime power)
• Preferred 175-200 kW for future growth

Electrical:
• 480V, 3-phase
• Must integrate with existing ATS (Automatic Transfer Switch)
• Paralleling capability with future expansion (not immediate, but design for it)

Fuel:
• Natural gas (primary)
• Diesel backup capability (dual-fuel preferred but not required)

Enclosure:
• Sound-attenuated outdoor enclosure
• Maximum 75 dBA at 23 feet
• Weather-resistant, suitable for Boston climate

SCOPE OF QUOTE MUST INCLUDE:

1. Equipment cost (generator, ATS if needed, paralleling switchgear if applicable)
2. Delivery and rigging
3. Installation labor and materials
4. Electrical connections and testing
5. Commissioning and startup
6. Operator training (minimum 2 hours)
7. Disposal/recycling of old Kohler unit
8. Warranty details (parts and labor)

ADDITIONAL SPECIFICATIONS:

• Preferred manufacturers: CAT, Cummins, Kohler (or equivalent quality)
• Project timeline: Equipment delivery by March 2026, installation by April 2026
• Budget range: $150,000 - $200,000 (all-inclusive)
• Site drawings and electrical one-line diagrams attached (3 files)

QUOTE REQUIREMENTS:

• Itemized quote with line-item costs
• Payment terms and schedule
• Delivery lead time
• Installation timeline
• References from similar projects

QUOTE DEADLINE: December 15, 2025

Please contact Michael Manager with any questions or to schedule a site visit.

---

NEXT STEPS

1. Review specifications and attached site drawings
2. Schedule site visit if needed (contact Michael Manager)
3. Prepare detailed quote per requirements above
4. Submit quote by December 15, 2025
5. Be prepared for follow-up technical discussion

Capital order emails are comprehensive and include detailed specifications, budget expectations, and formal quoting requirements.

Troubleshooting Vendor Email Issues

Issue: Vendor Never Received Order Email

Symptoms:

• Order shows "Sent" status in ARMOR, but vendor claims they never received the email.

Diagnosis:

1. Verify vendor's email address in ARMOR: Order Management > Vendors > [Vendor] > Contact Email
2. Check vendor's spam/junk folder
3. Check for email bounce notifications (if ARMOR sends bounce alerts to administrators)
4. Check ARMOR email delivery logs (if available in order detail page)

Resolution:

• Correct the vendor's email address if it's wrong
• Ask the vendor to whitelist the ARMOR sender address (noreply@armordata.com or your custom sender)
• Resend the order email manually: Some ARMOR configurations allow administrators to click "Resend to Vendor" from the order detail page
• Forward the order information to the vendor manually via your own email client as a workaround

Issue: Vendor Can't Open Attached Images

Symptoms:

• Vendor received the order email but says the attached images are corrupted or won't open.

Diagnosis:

• Image file format is not supported by the vendor's email client (rare—ARMOR uses standard JPEG/PNG)
• Images are too large and the vendor's email server truncated the email
• Network issues during email delivery caused incomplete transfer

Resolution:

• Log into ARMOR web portal, navigate to the order, download the images, and email them separately to the vendor
• If vendor portal is enabled, direct the vendor to view images online: "Please log into the ARMOR vendor portal to view images"
• Upload images to a cloud storage service (Google Drive, Dropbox) and send the vendor a share link

Issue: Vendor Email Contains Wrong Information

Symptoms:

• Vendor received the email but some information is incorrect (wrong asset, wrong site address, etc.)

Diagnosis:

• The order creator entered incorrect information in the order form
• Asset data in ARMOR's database is outdated or wrong

Resolution:

• Contact the vendor immediately via phone or email to provide corrected information
• Update the order in ARMOR if possible (some systems allow editing sent orders)
• Correct the underlying asset data in ARMOR: Asset Management > [Asset] > Edit
• Send the vendor a follow-up email with corrected details

Best Practices for Vendor Email Communication

For Order Creators

• Write Clear Descriptions: Vendors rely heavily on the order description. Be specific about what needs to be done or ordered.
• Attach Relevant Photos: Images of error displays, part labels, damage, and nameplates help vendors prepare and respond accurately.
• Provide Contact Information: Ensure your phone and email are correct so vendors can reach you with questions.
• Set Realistic Priorities: Don't mark every order as "Emergency"—this dilutes urgency and may cause vendors to de-prioritize genuine emergencies.
• Include Special Instructions: If site access, PPE, or timing restrictions apply, include them in the order description or special instructions field.

For Administrators

• Verify Vendor Email Addresses: Regularly audit vendor contact information to ensure email addresses are current.
• Test Email Delivery: Periodically create test orders to verify that vendor emails are delivered correctly and formatted properly.
• Whitelist ARMOR Sender: Work with vendors to ensure ARMOR emails aren't blocked by spam filters.
• Customize Email Templates: If your ARMOR account supports it, customize email templates with branding and organization-specific language.
• Enable Vendor Portal: If available, enable vendor portal access to give vendors a backup method for viewing orders if emails fail.

For Vendors

• Whitelist Sender Address: Add ARMOR's sender email (noreply@armordata.com or customer's custom domain) to your email whitelist.
• Set Up Email Filters: Create email filters to flag ARMOR order emails as high-priority or move them to a dedicated folder.
• Respond Promptly: Acknowledge receipt of orders within 2-4 hours (same day for emergencies).
• Ask Questions Early: If order details are unclear, contact the customer immediately rather than guessing.
• Use Vendor Portal: If your customer provides vendor portal access, use it to update order status and provide visibility into your work.

Related Topics

• Placing Orders From the Web Portal - Learn how to create orders that generate vendor emails
• How Vendor Filtering Works (Mfg/Model Rules) - Understand how vendors are selected for orders
• How the Approval Workflow Works - Learn when orders are sent to vendors vs. held for approval
• How to Create a Vendor - Configure vendor contact information and email addresses
• Vendor Performance Analytics - Track vendor response times and service quality

Summary

ARMOR vendor notification emails provide comprehensive order information including customer details, asset specifications, site location, order description, attached images, priority level, requested service dates, and special instructions. The email structure is designed for clarity and quick vendor action, with prominent visual formatting for urgent orders. Email content is drawn from the OrderNotificationData structure containing 20+ fields of order and asset information. Organizations can customize email templates with branding, and some ARMOR accounts provide vendor portal integration for enhanced order tracking. Order creators should write clear descriptions and attach relevant photos to help vendors respond accurately. Administrators should regularly verify vendor email addresses and test email delivery. Vendors should whitelist ARMOR sender addresses, respond promptly to orders, and use vendor portals when available for status updates.

For assistance with vendor email configuration or troubleshooting delivery issues, contact the ARMOR Support Team.

Tags: orders, vendors, email, notifications, templates, communication, vendor portal, attachments