I paid my supplier back home $6,000 upfront. The fabric never came.

The question

An illustrative letter.

The answer

My dear, I am sorry. Three months of waiting, customers asking and a supplier who has gone quiet is a miserable place to be, especially when you have paid him the same way many times before. That history is exactly why you trusted him, and trust built over years is not foolish. But it does mean the protection rested entirely on his good faith. Let's do what can still be done, and then make sure it never rests there again.

What do I do first?

Gather everything in one place: every message, voice note and email, the invoice or order, proof of payment, and the dates he promised delivery. Make copies. Then stop sending any more money, whatever reason he gives, until the fabric arrives or the $6,000 is returned.

Next, make sure your money actually reached him. Criminals sometimes hack a supplier's email and send customers new bank details that look genuine. If your last payment went to a different account from usual, or he says he never received it, report it to your bank at once and to the FBI's Internet Crime Complaint Center at ic3.gov.

How do I ask for my money back?

Write to him, calmly and clearly, by email or message so there is a record. Set out the order, the amount paid, the date, the delivery date he promised, and what you want now: delivery by a specific date, or a full refund by that date. Keep it polite and factual. Some suppliers who have run into trouble, a failed shipment or a cash shortage, will respond to a clear, firm request when they would otherwise avoid an awkward call.

If you share contacts in Dakar, such as relatives, other buyers or a trade association, a respected person there may be able to visit him or speak to him directly. In business back home, a personal visit can achieve what messages cannot.

Can my bank help?

It depends on how you paid. If you sent a bank wire, ask your bank whether it can request a recall, though after three months, money that has reached his account is rarely recoverable that way. If you paid by card, ask the card issuer straight away whether you can dispute the charge, since deadlines apply. Either way, your bank's records will support any claim you make later.

Should I take legal action?

For $6,000, it may be worth a consultation. A lawyer in Senegal can send a formal demand letter, which carries more weight than your messages, and can tell you whether mediation or a claim in the local courts makes sense for the amount. Ask about the costs before agreeing to anything, so you do not spend more chasing the money than it is worth. A judgment is also only as good as the supplier's ability to pay, so weigh the chances of recovery as well as the cost.

What do I tell my customers?

The truth, kindly and quickly. Explain that your shipment is delayed, give them a realistic choice to wait, choose another fabric or receive a refund of any deposit, and keep your word. Customers forgive a delay far more easily than silence. In the meantime, look for a second source, even at a higher cost, to keep your best customers served.

How do I pay suppliers safely next time?

The U.S. government's trade agency notes that paying fully in advance is the least attractive option for a buyer, because all the risk sits with you. There are better ways, even with a supplier you trust.

• A deposit, then the balance after inspection. Pay part upfront and the rest only once the goods are inspected, by you, someone you trust or an independent inspection service, before or on arrival.
• A letter of credit. Your bank promises to pay the supplier only when documents proving the goods were shipped as agreed are presented. It costs a fee, but for larger orders it protects both sides.
• A written order. List the quantities, the quality, the delivery date and what happens if it is late.
• Verified payment details. Confirm any change in bank details by phone with someone you know, never by email alone.
• Two suppliers. Spread larger orders between two sources, so one failure does not empty your shelves.

The checklist further down gathers the steps for now.

Should I keep working with him?

That depends on what you learn. If he explains a real problem, delivers or refunds, and agrees to safer terms from now on, a long relationship may be worth keeping. If he stays silent or offers only excuses, it is time to move your business elsewhere and tell others in your trade, factually and fairly, what happened.

What about the loss itself?

If the money cannot be recovered, talk to your accountant about whether the loss can be deducted as a business expense. Keep all your records, since they will be needed either way.

You built a shop people rely on. A hard lesson like this, handled well, makes it stronger. Trust your partners, and protect your payments too.

One thing to do this week

Gather every message and receipt, then send the supplier a written demand for delivery or a full refund by a specific date.