Circular Sourcing

Buyer and Seller Etiquette

Circular Sourcing is a community-driven marketplace built on trust, transparency, and sustainability. To ensure a positive experience for everyone, we've created these etiquette guidelines for Buyers and Sellers.

Following these best practices helps maintain a respectful, efficient, and successful marketplace for all.

For Buyers

✓ Buyers DO

  • •
    Ask questions before purchasing

    Don't hesitate to contact Sellers with questions about material specifications, condition, or suitability for your project. Sellers appreciate informed Buyers and want to help you make the right choice.

  • •
    Request swatches

    Take advantage of swatch requests, especially if you have a Business Account with 10 free swatches per month. Swatches help you assess colour, texture, and quality before committing to a larger purchase.

  • •
    Read product descriptions carefully

    Review all details including material composition, dimensions, condition, and any disclosed faults. Understanding what you're buying prevents disappointment and unnecessary returns.

  • •
    Inspect materials promptly upon delivery

    Check your order within 48 hours of delivery and contact the Seller immediately if there are any issues. This allows for quick resolution and helps Sellers maintain quality standards.

  • •
    Communicate respectfully

    Treat Sellers with courtesy and professionalism. Remember, you're part of a circular economy community working together to reduce textile waste.

  • •
    Leave honest reviews

    Share your experience to help other Buyers and provide constructive feedback to Sellers. Fair reviews contribute to a trustworthy marketplace.

  • •
    Understand the nature of surplus materials

    Surplus and deadstock fabrics may have minor imperfections. Familiarize yourself with our Fabric Faults Policy and set realistic expectations.

  • •
    Be patient with response times

    Sellers have up to 2 business days to respond to inquiries. Many are small businesses managing multiple tasks, so allow reasonable time for replies.

✗ Buyers DON'T

  • •
    Request swatches if you have no intention of purchasing

    Swatches cost Sellers time and money. Only request them if you're seriously considering a purchase. Respect your free swatch allocation if you're a Business Account holder.

  • •
    Ask for quantities not listed

    If a Seller lists a specific quantity, don't ask them to split it into smaller amounts unless they've indicated flexibility. Purchase what's available or move on to another listing.

  • •
    Request discounts or haggle over prices

    Sellers set fair prices for surplus materials. The Platform is not a bargaining marketplace. If the price doesn't suit your budget, look for other listings.

  • •
    Attempt to contact Sellers outside the Platform

    All communication and transactions must occur through Circular Sourcing. Outside transactions violate our Terms and Conditions and compromise both parties' protection.

  • •
    Leave unfair or retaliatory reviews

    Reviews should be honest and constructive. Don't use reviews to punish Sellers for issues that were clearly disclosed or beyond their control.

  • •
    Abuse the return policy

    The 15-day return policy is for legitimate issues, not for using materials for a project and then returning them. Returns should be in original condition (uncut, unused).

For Sellers

✓ Sellers DO

  • •
    Respond to inquiries within 2 business days

    Prompt communication builds trust and helps Buyers make confident purchasing decisions. Set up email notifications to stay on top of messages.

  • •
    Provide accurate and detailed listings

    Include comprehensive material specifications, clear photos from multiple angles, and honest descriptions of condition and any faults. Transparency prevents disputes and returns.

  • •
    Disclose all faults clearly

    Follow our Fabric Faults Policy and describe any imperfections (type, size, location). Include photos of faults when possible. Honest disclosure prevents dissatisfaction.

  • •
    Ship within 3 business days

    This is a mandatory requirement. Prompt shipping ensures Buyer satisfaction and maintains your seller reputation. Provide tracking numbers within 24 hours of dispatch.

  • •
    Package materials securely

    Use appropriate packaging to prevent damage during transit. Fabrics should be protected from moisture, dirt, and crushing. Professional packaging reflects well on your business.

  • •
    Offer swatches when possible

    Swatches help Buyers make informed decisions and reduce returns. Business Account holders get 10 free swatches per month - honour this benefit to build customer relationships.

  • •
    Update inventory in real-time

    Keep stock levels accurate to avoid disappointing Buyers with "out of stock" notices after they've placed orders. Update listings immediately when materials sell.

  • •
    Handle returns professionally

    Accept legitimate returns graciously and process refunds within 7 business days. Use returns as opportunities to improve your listings and customer service.

  • •
    Communicate proactively

    If there's a delay in shipping or an issue with an order, contact the Buyer immediately. Proactive communication prevents negative reviews and builds trust.

✗ Sellers DON'T

  • •
    Attempt to conduct transactions outside the Platform

    This is strictly prohibited and will result in immediate account suspension. All sales must go through Circular Sourcing to maintain trust, security, and platform sustainability.

  • •
    Share personal contact information with Buyers

    Don't provide phone numbers, personal email addresses, or direct payment details to Buyers. Use the Platform's messaging and payment systems exclusively.

  • •
    Forget to update inventory

    Nothing frustrates Buyers more than ordering materials only to be told they're no longer available. Keep your listings current to maintain credibility.

  • •
    Hide or downplay faults

    Misrepresentation leads to returns, negative reviews, and account penalties. Always disclose faults honestly and completely.

  • •
    Use misleading photos

    Photos should accurately represent the material's colour, texture, and condition. Don't over-edit images or use stock photos that don't match the actual product.

  • •
    Send non-representative swatches

    Swatches should be cut from the actual material for sale, showing typical colour, texture, and condition. Don't send better-quality samples than the bulk material.

  • •
    Ignore Buyer messages

    Every inquiry deserves a response within 2 business days. Ignoring messages damages your reputation and may lead to lost sales.

  • •
    Argue with Buyers over legitimate issues

    If a Buyer raises a valid concern about a misdescribed product or undisclosed fault, accept responsibility and resolve it professionally. Defensive responses escalate conflicts.

Community Guidelines

These principles apply to both Buyers and Sellers:

1.
Respect and Professionalism

Treat all members of the Circular Sourcing community with courtesy, respect, and professionalism. We have zero tolerance for harassment, discrimination, or abusive behaviour.

2.
Honesty and Transparency

Be truthful in all your communications and transactions. Honest business practices build a trustworthy marketplace that benefits everyone.

3.
Sustainability Commitment

We're all here to reduce textile waste and support the circular economy. Make decisions that align with these values and help promote sustainable practices.

4.
Fair Pricing

Sellers should price materials fairly based on market value, condition, and quantity. Buyers should respect listed prices and avoid haggling.

5.
Constructive Communication

When issues arise, communicate constructively to find solutions. Both parties benefit from collaborative problem-solving rather than conflict.

6.
Platform Loyalty

Keep all transactions on the Platform. This protects both parties and supports Circular Sourcing's mission to build a sustainable textile marketplace.

Resolving Issues

If problems arise between Buyers and Sellers:

  1. Communicate directly first:

    Most issues can be resolved through respectful, direct communication between the parties. Use the Platform messaging system to discuss concerns.

  2. Allow reasonable response time:

    Give the other party 2-3 business days to respond and address the issue before escalating.

  3. Escalate to Circular Sourcing support:

    If the issue cannot be resolved directly, contact our support team at [email protected]. We'll mediate fairly based on our policies.

  4. Follow Platform policies:

    Our decisions will be based on our Terms and Conditions, Fabric Faults Policy, and the evidence provided by both parties.

Building a Better Marketplace Together

Following these etiquette guidelines creates a positive experience for everyone using Circular Sourcing. When Buyers and Sellers treat each other with respect, communicate honestly, and act in good faith, the entire community benefits.

Thank you for being part of the circular economy and helping reduce textile waste through responsible buying and selling practices.

Questions?

For questions about community guidelines or to report concerning behaviour, please contact:

Circular Sourcing Support

Email: [email protected]

Last Updated: December 2024