Buyer Message Templates for Resellers

Rules that apply to every template

Stay on-platform. Vinted's Catalogue Rules forbid links or references to external sites in listings and profiles, and their Terms ban unsolicited or mass messages to 5 or more users. OLX listing text may not contain contact data. Staying inside the marketplace keeps your Buyer Protection intact and preserves chat evidence if a dispute escalates. For common scams that target OLX sellers, see our scams that target OLX sellers guide.

Keep it short and factual. Buyers ask short questions; give short answers. Add one helpful detail (exact size, colour code, condition update) but don't rewrite your listing. If you need more than two sentences to answer, you're probably over-explaining.

Never promise what the rules don't allow. Vinted gives you 5 business days to ship. You can ask the buyer for a 3 or 5 extra business-day extension, but they may refuse — so don't promise a date past the standard deadline. OLX requires you to hand the parcel to a carrier within 3 working days of accepting, or the buyer receives an automatic refund. Your templates must reflect these hard limits.

Before the sale: availability, measurements, condition

These are the most common first messages. Copy, fill in the brackets, and send.

Availability — item is still for sale:

Hi! Yes, it's still available. [Add one detail: exact size / the exact colour shown in photo 2 / item is in excellent condition, only tried on once.]

Availability — item is reserved or sold:

Hi, sorry — it's already reserved/sold. I can let you know if I list something similar in the future, if you'd like.

Requesting exact measurements:

Sure, here are the measurements: [length / width / circumference in cm]. Let me know if you need anything else!

Condition clarification:

It's in [good/great/vintage] condition — [no visible wear / minor scuff on the corner / as shown in the photos]. I've used it [X times / for X months]. Happy to send more photos if you'd like.

Offers and haggling

Two templates only — short and clean. For a full guide on how to handle lowball offers, see our how to respond to lowball offers page.

Accepting an offer:

Thanks! I can accept [amount]. For example, I'll reserve it for you for 24 hours. Please complete the purchase so I can ship it.

Declining and countering:

Thanks for the offer, but [the price is already fair / I'm not able to go lower]. I can do [your price + a small gesture], or if that's out of budget, I can notify you if I lower the price later.

Shipping and delays

This is where most sellers get into trouble — the rules are different on each platform, and missing a deadline costs you the sale.

Shipped today (normal):

Hi! Your parcel has been shipped today via [carrier]. You should receive a tracking number from Vinted/OLX shortly. Thanks for your order!

Delay — asking for an extension on Vinted:

Hi, I've run into a slight delay and won't be able to ship today. Could I ask for a 3-business-day extension? I can send it by [new date]. Sorry for the inconvenience — I'll keep you updated!

Delay — explaining a delay on OLX:

Hi, I'm experiencing a delay and will ship your parcel by [date — must be within 3 working days of accepting]. I'll update you as soon as it's handed to the carrier. Apologies for the wait.

After the sale: problems and returns

Buyers rarely report problems, but when they do, your first reply sets the tone. These templates keep you calm and protect your position.

Buyer reports "not as described":

I'm sorry to hear that. Could you please send photos showing the issue? I'd like to see what you're referring to so we can sort this out. In the meantime, you can open a claim through Vinted/OLX — I want to make sure you're taken care of.

Seller acknowledges the issue and offers a partial refund:

Thank you for the photos. I can see the issue now. I can [offer a partial refund of X zł / cover the return shipping] — which would work better for you? Let me know, and I'll process it through the platform.

Pointing to the official claim flow:

To start a formal claim, please go to [Vinted: Help → Order issue → Item not as described / OLX: My purchases → Order → Report a problem]. The platform will guide you through the next steps. I've asked for photos so we can resolve this directly if possible.

For the full dispute process, see our guide on Vinted returns and disputes. If you receive a negative review afterward, our handling a bad review page walks through your options.

Saving templates on your phone

You don't need a special app. Two simple methods work for every marketplace:

1. Keyboard text shortcuts. Open your phone's keyboard settings → text shortcuts. Add a shortcut like "avail" that expands to your full availability reply. One tap fills the whole message.

2. Notes app. Keep a dedicated note called "Seller replies" with your templates labelled by situation. Copy and paste into the chat.

Both methods keep your templates private to you — no marketplace has approved a specific app for storing message templates, so generic tools are the safe choice.

Polish versions of the key lines

If you sell on Polish-language Vinted or OLX, write back in natural Polish. Below is a table with English originals and natural Polish equivalents — adapt the placeholders to your listing.

For more Polish resale vocabulary, see our guide on writing listings in Polish.

Use the templates above to reply faster, stay within the platform rules, and protect every sale.