Free template
Wholesale Application Form Template — Free, Editable, No Email Wall
This is a one-page wholesale account application you can send to a buyer today: business details, the tax and certificate section (with the expiry date most forms forget), expected volume, and optional trade references — with a declaration that makes "first orders are prepaid while we check" part of the deal, not an awkward surprise.
Download the template (.docx, free)
Replace the bracketed lines with your company details, delete what you don't need, and it's yours. No email wall — the file is the link above.
What's inside (and why each section is there)
- 1 — Your business. Legal name, entity type, tax ID, address, and the website or social storefront. The last one matters more than it looks: a reseller with no visible way to resell is the first thing to ask about.
- 2 — Who we'll talk to. The buyer, and optionally the accounts contact. A work email on the business domain is a quiet trust signal.
- 3 — Their shop and the ask. Retailer type, products they want, expected monthly volume, start date. This is what turns an approval into a sized decision instead of a yes/no.
- 4 — Tax exemption. Certificate number, issuing state, expiry date, and an attachment line; VAT number for EU buyers (checked on VIES, the EU's free validator). Only collect this if exemption applies to your sales.
- 5 — Trade references (optional). Two, not five — and only for larger opening orders or payment terms. If you won't phone them, delete the section.
- 6 — Declaration and signature. Truthfulness, permission to verify, and the prepay-while-we-check line stated as policy.
How to use it
- Today: keep the .docx in your email drafts; when a buyer asks about wholesale, send it with two sentences: "Great — fill this in and we'll come back within two business days. First order is prepaid while we run our checks."
- When applications become regular: mirror these fields into an online form so submissions stop living in your inbox — here's the free native setup, sharp edges included.
- Every time one arrives: run the ten-minute vetting routine before granting wholesale prices, and record the certificate expiry the day you approve.
Common follow-up questions
Do I have to give you an email address to download it?
No. The link below is the file. Use it, adapt it, share it — a credit line at the bottom mentions where it came from, and you're welcome to delete it.
Should I use this as a paper/PDF form or turn it into an online form?
Both work. At low volume, emailing the .docx (or a PDF of it) to buyers who ask is completely fine. Once applications are regular, mirror the same fields into an online form — the free native option is Shopify Forms' company account request form, which our setup guide covers step by step.
Which fields should I delete?
Anything you won't act on. If you don't sell to tax-exempt US buyers, drop section 4's certificate rows. If you'd never phone a reference, delete section 5 rather than collect names you'll ignore — every extra field costs real applicants.
Why ask for the certificate's expiry date?
Because the certificate is only worth anything while it's valid, and nobody re-checks a document they approved once. Recording the expiry date at application time — and putting it somewhere that interrupts you — is the cheapest audit protection there is.
If the missing front door is your problem: ApprovePilot puts the application form this guide describes on your storefront, shows the vetting signals next to each application, and sets up the approved company, payment terms, and tax settings in one click. The Free plan (5 applications a month, every feature included) is the trial — no card, no clock.