Recently, we wrote an article with some of our quick tips & advice on selling wholesale to large retailers. We put it in our free 6-day email course, Retail Rundown, so make sure to check it out if you haven't yet!
We talk about the importance of your email pitch and attaching a line sheet or wholesale website link to get the buyer interested (side note: if you’re worried thinking “wait – do I need a wholesale website?” the answer is, no – not right now. That’s way more advanced and for now it’s totally professional and acceptable to email line sheets).
If you’re new to the term “line sheet”, let's explain it in layman’s terms.
Everyone, from newbies to seasoned vendors, use line sheets. This is not something that is just for “beginners”.
The details on your line sheet will usually include your company name, your contact info, sizing, color options, case packs, and any other important details like that.
While I include pricing in the line sheet from this tutorial, sometimes I find that with certain accounts I prefer to leave pricing out until I’m further down the road in discussions with them. It’s totally up to you to decide what’s best for your use.
“Line sheet” vs. “Look book” vs. “Catalog”
A line sheet is not quite a “catalog” nor is it quote a “look book”. A look book is usually more image based – it’ll show more editorial or lifestyle photos that convey the “feel” of your brand.
A catalog is a tad BIT closer to a line sheet than a look book, but it might not include pricing or other details that a buyer needs to PLACE THE ORDER.
The line sheet exists almost exclusively to facilitate the order writing process. It’s a critical buying and selling tool.
This tutorial will teach you how to make a standard line sheet in Microsoft Word.
You don’t need to pay for Photoshop, hire a graphic designer, or get a line sheet subscription service to make a great line sheet.
Doing it this way is super easy. The steps below will show you exactly how I created mine.
At the end of this post, I’ll include an editable version of this line sheet for you to download and use yourself too.
to download the free template, sign up here!
Let’s Get Started.
How To Create A Line Sheet in Microsoft Word
Step 1: Open Microsoft Word (or Pages) and create a blank document.
Step 2: Set your document to 8.5″ x 11″. This is the standard document size in the U.S. I don’t recommend using a larger document size like 8.5″ x 14″ just to fit more on a page. Many times, the buyers end up printing this document out themselves. You don’t want to make it inconvenient for them by requiring they load different paper into their printer.
Step 3: Set your orientation to ‘Landscape‘ – this is the standard for presentations and line sheet print outs.
Step 4: Go to the “Header” tab –> ‘Insert Header‘. Choose the default first option.
Step 5: Insert ‘Picture' – browse to select your logo picture file.
Step 6: Next, insert ‘text box’. Enter your contact info for the buyer to reach you. I include my name, email, website, and phone number.
Step 7: On the “Home” tab, select the Line and Paragraph Spacing Button and hit “Remove Space After Paragraph".
Step 8: Remove the border from the text box. On “Shape Outline”, we want to select “No Outline”.
Now my header looks like this...
Step 9: Add page numbers to the bottom of the page. On the insert tab, click “Page Number". Select “Bottom of page".
Inserting product photos.
Step 10: Insert a table. I set mine up as 3 x 2.
Step 11: Click into the first “cell” (or box) and insert a photo. Do the same on the next cell, and the next after that. Keep going until you’ve filled all your boxes on the page.
Adding product info.
Step 12: Click into the first “cell” (or box) beneath the photo. Add whatever info you’d like. Repeat for all your product boxes. I usually make sure to include the info below.
Product name (ex: Drop Pendant Necklace)
Item/Style number (ex: F684123)
Wholesale Price / MSRP “suggest retail price” (ex: $12.00 / SRP $24.00)
Misc. info (ex: order due date, MOQ, case pack, sizes available, colors, etc.)
Step 13: Remove borders. Right click anywhere inside your table and select Table Properties from the menu. A window will appear. Click on Borders and Shadings at the bottom. Click on “None” to remove ALL the borders.
Your borderless sheet should look something like this…
Step 14: Add a cover page. This part isn’t 100% required, but it makes the document look so much more professional. Go to the “Insert” tab and click “Cover Page”.
Step 15: Customize the cover page. In this example, I removed the graphic at the top and changed the info around. I also suggest you add the retailer’s name somewhere on here, like I did with “Bloomingdales”.
Mine came out like this...
Saving your file as a pdf.
Step 16: Save your file as a Word document first. This makes it editable so you can update your line sheet whenever you want in the future. If I put in special pricing or exclusive styles, I’ll save it under the name of the specific retailer I’m going to send it to. This helps me keep my different versions organized by different customers.
Step 17: Now, save it as a PDF. To save as a PDF, Save As the file and under “Save as type”, select PDF from the menu.