Best Practices for Dropshippers

Last updated: February 17, 2026

Running a successful dropshipping operation requires balancing fast execution with operational discipline. These practices help successful sellers reduce refunds, improve customer satisfaction, and build sustainable businesses on instxnt.

1. Supplier selection and validation

Your supplier choice directly impacts customer satisfaction and your bottom line. Before committing to a supplier:

• Verify shipping times: Order a test product. Document actual shipping time from purchase to delivery—not promised time.
• Check tracking accuracy: Ensure every shipment includes real tracking numbers that update reliably.
• Assess product quality: Inspect the test product yourself. Check for defects, packaging, and whether it matches the description.
• Confirm stock levels: Ask about inventory. Suppliers with frequent stockouts will damage your reputation.
• Review return/replacement policy: Understand what happens if a customer receives a defective item.

2. Accurate product descriptions and imagery

The #1 reason for refunds isn't fraud—it's unmet expectations. Set realistic expectations upfront:

• Shipping times: Display realistic delivery windows (e.g., "7-14 business days"). Customers refund less when they know what to expect.
• Product images: Use multiple high-quality photos. Show the product from different angles. If sourcing from marketplaces, verify you have rights to the images.
• Honest descriptions: Avoid superlatives like "amazing" or "best." Describe materials, dimensions, and what's included. List any caveats (e.g., \"Made in: China\").
• Size and fit details: For apparel, include measurements and size charts. For other items, specify dimensions and weight.
• Avoid misleading claims: Before making any health, performance, or capability claim, verify it's factually true and complies with FTC guidelines.

3. Responsive and proactive customer service

Many refund requests can be prevented or resolved through good communication:

• Respond quickly: Answer customer messages within 24 hours. This builds trust and resolves issues before they escalate.
• Provide tracking: Send tracking information immediately after order placement. Customers feel more confident when they can monitor their package.
• Proactive communication: If a shipment is delayed, reach out. A heads-up prevents negative surprises.
• Flexible problem-solving: If a customer receives a damaged item or it arrives late, consider a partial refund or replacement even if it's technically the supplier's fault. Protecting your reputation is worth the cost.
• Clear return policy: State your return policy clearly before customers buy. The more transparent you are, the fewer disputes.

4. Scalable operations

As you grow, establish systems to handle volume:

• Order tracking spreadsheet: Use a simple sheet to track order IDs, customer emails, shipping addresses, and supplier order references. This makes troubleshooting fast.
• Separate supplier account: Create a dedicated supplier account with your funds, not a shared business account. This prevents cash flow confusion.
• Batch processing: When you reach 10+ daily orders, create a daily fulfillment routine to reduce errors and delays.
• Communicate supplier requirements: Many suppliers can customize shipping address labels or add your branding. Ask about options.

5. Compliance and legal responsibility

As the seller, you're responsible for legal compliance:

• Reseller authorization: Confirm you have the right to resell what you're selling. Dropshipping without supplier permission can lead to store suspension.
• Intellectual property: Don't use brand logos, trademarks, or copyrighted images without permission. Counterfeit and IP violations are against our Terms.
• Sales tax: Know your sales tax obligations in every state where you have nexus. Consult our Sales Tax Guide.
• Data privacy: Customer data is sacred. Never sell customer emails or share order information without consent.

6. Testing and iteration

Successful dropshippers treat their stores like experiments:

• Start small: Begin with 1-3 products. Once you master fulfillment, expand.
• Run organic traffic first: Use TikTok, Instagram, or email to validate demand before spending on ads.
• Track metrics: Monitor conversion rate (site visitors → purchases) and refund rate. If refunds exceed 20%, your product or description needs adjustment.
• A/B test descriptions: Try different product descriptions or images to see which converts better.

Questions about scaling your store or resolving a specific operational issue? Our support team is here. Reach out at [email protected].