Guide · January 19, 2014
Tet Holiday Supplier Planning: Order Before the Break
Tet holiday supplier planning should start today, because Tet 2014 falls on January 31 and many suppliers close for days around it. Place your orders early, get delivery dates in writing, and hold enough stock to cover the closure. A short list of calls this week can save a stalled shelf in February.
Know the dates before you call anyone
Tet follows the lunar calendar, so its date moves each year. In 2014 the first day of the lunar new year is January 31. The Prime Minister approved a nine day break for state employees, from January 28 to February 5. Many state offices will be closed for the whole stretch.
Private businesses set their own schedules. The Labour Code that took effect on May 1, 2013 gives employees five paid days off for Tet, one more than before. Many firms add days on top of that. Never assume your supplier will close for only five days. Ask each one for its exact first and last working day.
Place orders before the supply chain slows
The closure is only part of the problem. Factories, warehouses and truck drivers slow down in the weeks before the break. Many workers travel to their home towns early. Roads and ports get busy as everyone ships goods at once.
Work backward from the last day your supplier is open. Subtract the normal lead time. Then subtract a week of safety margin. That final date is your real order deadline. For a product that normally takes ten days to arrive, an order placed in the second half of January may already be late.
Put the deadline on a calendar and share it with everyone who buys for you. One missed date can leave a shelf empty for a week or more after Tet.
Confirm delivery dates in writing
A verbal promise is not enough at this time of year. Ask every supplier to confirm three things by email or letter. First, the last date they will ship before the break. Second, the first date they will ship after it. Third, the exact day your goods will arrive.
If a supplier cannot give a firm date, treat the order as at risk. Ask what the plan is if the goods are late. Also ask who will answer the phone during the closure. A named contact is worth more than a general office number.
Keep copies of these confirmations. If a delivery goes wrong, you will need them to settle the matter.
Plan your stock for the closure
Estimate how many days your own business will be closed or running slowly. Add the days your suppliers are closed, and the days it takes for deliveries to restart. That total is the gap your stock must cover.
Look at last year's sales for the weeks around Tet. Demand often rises before the holiday as customers prepare, then drops for several days. Use your own records instead of guessing. If you have no records yet, start a simple log this year and keep it for next time.
Do not over-order on products that spoil or expire. Check shelf life and storage space first. For items that must be kept cool or dry, make sure your premises are able to hold the extra stock safely.
Check the paperwork and the cash side
Customs offices, banks and government counters also close during the break. If you import goods, confirm that clearance and payment will be done before the closure. A shipment stuck in port for a week costs money in storage fees.
Pay supplier invoices on time before the break where you can. Suppliers are more willing to prioritize customers who are up to date. Make sure staff bonuses and holiday pay are budgeted, so cash does not run short at the same moment you are paying for extra stock.
Finally, tell your own customers. Post your closing and reopening dates on the door, on invoices and in emails. Clear notice prevents complaints and builds trust.
A simple checklist
- Write down the lunar new year date, January 31, and each supplier's closing and reopening dates.
- Work out your real order deadline for every supplier.
- Get delivery dates confirmed in writing.
- Estimate how many days of stock you need and check storage and shelf life.
- Confirm customs, bank and payment timing.
- Tell your customers your own dates.