Product Sourcing and Stock Policy

Policy Statement

The Fitted Horse is committed to sourcing and stocking high-quality equine equipment that prioritises horse welfare, meets professional standards, and provides genuine value to clients. This policy outlines our approach to selecting suppliers, choosing products, managing stock, and ensuring product quality.

We are committed to:

• Prioritising horse welfare and safety in all product decisions
• Sourcing quality products from reputable manufacturers and suppliers
• Providing honest, evidence-based product recommendations
• Maintaining appropriate stock levels to serve clients effectively
• Supporting ethical and sustainable sourcing where possible
• Transparency about product origins, quality, and pricing

This policy applies to:

• All new products stocked for sale
• Pre-loved and second-hand equipment
• Products recommended to clients (even if not stocked)
• Supplier and manufacturer relationships
• Custom orders and special requests
• Trial equipment and demonstration stock

Core Principles

Horse Welfare First

All product decisions prioritise horse welfare above commercial considerations.

Products must:

• Be safe for horses when used appropriately
• Not cause unnecessary discomfort or harm
• Be fit for purpose and meet basic welfare standards
• Comply with relevant safety regulations and standards
• Be backed by our professional expertise and experience

We will NOT stock or recommend products that:

• Compromise horse welfare
• Are designed to mask pain or force compliance
• Have poor safety records or known defects
• Contradict current welfare science and best practice
• We cannot professionally endorse with integrity

Quality Over Quantity

We prioritise quality, durability, and value over profit margins or extensive range.

Our approach:

• Stock fewer products of higher quality rather than extensive range of mediocre items
• Choose products that offer genuine value (quality relative to price)
• Favour durable, long-lasting equipment over disposable alternatives
• Support manufacturers with good quality control and customer service
• Build relationships with suppliers who share our values

Better to recommend one excellent product than ten mediocre alternatives.

Evidence-Based Selection

Product selection is based on:

• Professional experience and expertise in fitting
• Client feedback and results
• Manufacturer reputation and track record
• Material quality and construction standards
• Independent testing or research where available
• Peer recommendations from trusted professionals
• Our own trials and assessments

NOT based on:

• Commission rates or profit margins alone
• Marketing hype or unsubstantiated claims
• Trends or fads without evidence
• Pressure from sales representatives
• Personal relationships with suppliers (unless quality also proven)

Honest Recommendations

We recommend products based on what's best for the horse and client, not what's most profitable for us.

Our commitment:

• Honest assessment of product suitability
• Transparent about strengths and limitations
• No overselling or exaggerating benefits
• Recommending competitors' products if genuinely better
• Admitting when we don't stock the ideal solution
• Price transparency and fair pricing

Supplier Selection and Relationships

Choosing Suppliers

When selecting suppliers and manufacturers, we consider:

✅ Product Quality:

• Consistent quality control and standards
• Durability and longevity of products
• Safety records and compliance
• Return rates and defect levels
• Client satisfaction and feedback

✅ Reputation and Reliability:

• Established track record in equestrian industry
• Professional standing and credibility
• Reliable delivery and stock availability
• Responsive customer service
• Clear warranties and guarantees

✅ Ethical Practices:

• Fair labour standards and working conditions
• Responsible sourcing of materials (especially leather)
• Environmental considerations where possible
• Honest marketing and claims
• Transparency about manufacturing

✅ Business Relationship:

• Clear terms and conditions
• Fair pricing structure
• Reasonable minimum orders (or willingness to supply small businesses)
• Support for small independent retailers
• Technical support and training available

✅ Geographic Considerations:

• UK manufacturers prioritised (reduced shipping, support local industry)
• European suppliers next preference
• Established international brands with proven quality
• Minimising unnecessary long-distance shipping

Preferred Suppliers

We build long-term relationships with suppliers who:

• Share our commitment to horse welfare
• Provide consistent quality products
• Offer reliable service and support
• Communicate openly and honestly
• Support our business with fair terms
• Innovate and improve products based on feedback

Examples of supplier types:

• Bit manufacturers (Fager, Bombers, Myler, etc.)
• Bridle and leather goods manufacturers
• Synthetic tack producers
• UK-based equestrian wholesalers
• Specialist equipment suppliers

Supplier Reviews

We regularly review supplier relationships based on:

• Product quality consistency
• Delivery reliability and timescales
• Customer service responsiveness
• Defect or return rates
• Client feedback on products
• Value for money
• Ethical and environmental practices

Poor-performing suppliers:

• Discussed and given opportunity to improve
• Reduced orders if issues persist
• Replaced if standards not maintained
• Relationship terminated if serious quality or ethical concerns

Product Selection Criteria

New Product Assessment

Before stocking a new product, we assess:

Welfare and Safety:

• Does it meet basic horse welfare standards?
• Is it safe when used correctly?
• Does it have any known safety issues or recalls?
• Can it be properly fitted and adjusted?
• Is it appropriate for our client base and horses we work with?

Quality and Construction:

• Materials used (leather quality, metal grade, synthetic durability)
• Manufacturing standards and finish
• Stitching, hardware, and components
• Expected lifespan and durability
• Ease of maintenance and care

Functionality and Design:

• Does it work as intended?
• Is the design sound and practical?
• Does it offer genuine advantages over alternatives?
• Is it user-friendly for clients?
• Does it solve a real problem or meet a genuine need?

Market Position:

• Is there demand from our clients?
• Does it fill a gap in our range?
• How does it compare to existing products we stock?
• Is it competitively priced for the quality?
• Does it duplicate products we already stock?

Professional Assessment:

• Can we professionally endorse this product?
• Have we trialled or tested it ourselves where possible?
• What do other professionals say about it?
• Does it align with current best practice?
• Are manufacturer claims realistic and evidenced?

Product Categories

We stock and recommend products in the following categories:

Bits:

• Range of mouthpiece styles (single joint, double joint, straight bar, ported, etc.)
• Various materials (stainless steel, sweet iron, copper, etc.)
• Different ring types (loose ring, eggbutt, D-ring, full cheek, etc.)
• Sizes to suit different horses (width and thickness options)
• Specialist bits for specific needs (e.g., sensitive mouths, specific disciplines)

Bridles and Headcollars:

• Various styles (snaffle bridles, double bridles, anatomical designs)
• Different materials (leather, synthetic, bio-thane)
• Size ranges (pony, cob, full, warmblood, etc.)
• Replacement parts (reins, nosebands, browbands, etc.)

Accessories and Ancillary Equipment:

• Bit guards and lip protectors
• Bridle accessories (converters, attachments, etc.)
• Cleaning and care products
• Storage solutions
• Related welfare items

Pre-Loved Equipment:

• Quality second-hand bits, bridles, and accessories
• Safety-checked and cleaned
• Good condition items only
• Honest disclosure of wear and age

Products We Do NOT Stock

We do not stock products that:

• Use harsh or punitive mechanisms
• Are designed to force compliance through discomfort
• Have poor safety records or known welfare concerns
• Make unsubstantiated health or performance claims
• Are cheaply made with poor quality control
• Come from suppliers with serious ethical concerns
• We cannot professionally endorse

Examples might include:

• Excessively severe bits or training devices
• Products marketed with misleading claims
• Counterfeit or knock-off items
• Items we consider inherently unsafe or welfare-compromising

Stock Management

Stock Levels and Range

We maintain stock levels that:

• Meet typical client demand without excessive overstock
• Provide choice in key categories (bit types, sizes, materials)
• Balance investment with turnover
• Allow demonstration and trial opportunities
• Avoid tying up capital unnecessarily

Stock categories:

Core Stock:

• Commonly requested bits and equipment
• Popular sizes and styles
• Fast-moving items
• Essential demonstration pieces
• Maintained at consistent levels

Specialist Stock:

• Less common items for specific needs
• Trial pieces for unusual requirements
• Seasonal or occasional demand items
• Lower stock levels, replenished as needed

Made-to-Order:

• Custom sizes or specifications
• Specialist items with low demand
• High-value items ordered on request
• Client pre-pays or commits before ordering

Stock Monitoring

We monitor:

• Stock turnover rates (which items sell, which don't)
• Client requests and demand patterns
• Seasonal variations in demand
• Trial equipment usage
• Slow-moving or obsolete stock
• Stock levels versus sales

Regular reviews:

• Monthly stock checks
• Quarterly analysis of sales patterns
• Annual comprehensive stock review
• Adjustment of stock levels based on data

Trial and Demonstration Stock

Trial equipment allows clients to test products before purchasing.

Trial stock includes:

• Range of bit styles for assessment
• Different sizes for fitting trials
• Alternative options for comparison
• Equipment clients are considering purchasing

Trial stock management:

• Clearly marked as trial equipment
• Cleaned and checked after each use
• Replaced when worn or damaged
• Not sold as new after multiple trials
• Client deposit or agreement for trials taken away

See our Trial Equipment Policy for full details.

Stock Rotation and Management

First In, First Out (FIFO):

• Older stock sold before newer stock where appropriate
• Prevents stock ageing or deteriorating
• Particularly important for items with limited shelf life

Stock Condition:

• Regular inspection for damage or deterioration
• Leather conditioned and maintained
• Metal items checked for rust or corrosion
• Packaging kept clean and presentable
• Damaged stock removed from sale or reduced if appropriate

Obsolete or Slow-Moving Stock:

• Identified through regular reviews
• Sale or promotion to clear if appropriate
• Returned to supplier if possible
• Donated if suitable (welfare organisations, etc.)
• Written off if unsaleable

Pre-Loved and Second-Hand Equipment

Pre-Loved Stock Philosophy

We actively support the second-hand market for environmental and accessibility reasons.

Benefits:

• Extends product life (keeps items out of landfill)
• Makes quality equipment more affordable
• Reduces demand for new manufacturing
• Circular economy model
• Sustainable and ethical

We stock pre-loved equipment that:

• Meets our safety and quality standards
• Has useful life remaining
• Can be properly cleaned and presented
• Offers genuine value to clients
• Is honestly represented

Pre-Loved Stock Standards

All pre-loved items are:

✅ Safety Checked:

• No cracks, sharp edges, or dangerous wear
• Stitching intact and secure (bridles, reins)
• Buckles and hardware functional
• No structural damage or weakness
• Safe for intended use

✅ Cleaned and Presented:

• Thoroughly cleaned and sanitised
• Leather conditioned if appropriate
• Metal polished where possible
• Presentable condition
• Professionally prepared

✅ Honestly Described:

• Age disclosed if known
• Wear and condition accurately stated
• Any imperfections noted
• Realistic lifespan indicated
• No misrepresentation

✅ Appropriately Priced:

• Fair price relative to condition and age
• Considers original quality and brand
• Comparable to second-hand market rates
• Clear value proposition for clients

Pre-Loved Stock Sources

We acquire pre-loved stock through:

• Client trade-ins (equipment no longer needed)
• Donations (items clients wish to pass on)
• Purchases from private sellers
• Estate sales or yard closures (occasionally)
• Returns or exchanges (if still in good condition)

We do NOT:

• Sell unsafe or unsuitable items
• Misrepresent condition or provenance
• Pass off worn items as better condition
• Stock items we wouldn't use ourselves

Pre-Loved Guarantees

Pre-loved items sold with:

• Six-month guarantee (unless stated otherwise for very old items)
• Return within fourteen days if unsuitable (see Returns Policy)
• Honest condition description
• Safety assurance at point of sale
• Ongoing support and advice

Clients understand:

• Pre-loved items have previous use and wear
• Lifespan may be shorter than new items
• Exact history may not always be known
• Sold "as seen" with disclosed condition
• Reduced price reflects pre-owned status

Pricing Policy

Pricing Principles

Our pricing is:

✅ Fair and Transparent:

• Recommended retail prices followed where set
• Markup appropriate to business costs and service provided
• Competitive with market rates
• No hidden fees or charges
• Clear pricing displayed

✅ Consistent:

• Same price for all clients (no favouritism)
• Exceptions clearly stated (yard clinic discounts, etc.)
• Pricing structure applied consistently
• Regular price reviews

✅ Value-Focused:

• Price reflects quality and service, not just cost
• Professional fitting advice included in service
• Ongoing support and follow-up provided
• Value proposition clear to clients

Price Setting

Factors considered in pricing:

• Supplier cost and wholesale price
• Business overheads and costs
• Time and expertise involved
• Market rates and competition
• Product quality and positioning
• VAT and other taxes (if applicable)

Pricing reviews:

• When supplier prices change
• Annually as part of business review
• If costs significantly change
• Market rate adjustments
• Competitive landscape shifts

Discounts and Special Pricing

Discounts offered:

• Yard clinics (reduced consultation rates benefit clients)
• Bulk purchases (if appropriate and fair)
• Loyalty or returning clients (occasionally)
• Sale items (clearing old stock or discontinue lines)
• Pre-loved equipment (priced below new equivalent)

Discounts NOT offered:

• Based on who the client is (favouritism)
• Pressure or haggling
• Undermining product value
• Unsustainable business margins

Custom Orders and Special Requests

Custom Orders

We facilitate custom orders for:

• Specific sizes not in stock
• Unusual specifications or requirements
• Products we don't routinely stock
• Made-to-measure items
• Specialist equipment

Custom order process:

• Client specifies requirements
• We source from trusted suppliers
• Quote provided including costs and timescales
• Deposit or full payment required before ordering
• Delivery arranged when item arrives

Custom order terms:

• Generally non-refundable (made to order)
• Estimated delivery times (not guaranteed due to manufacturer timescales)
• Clear terms agreed before ordering
• Client accepts custom order terms

See our Returns and Refunds Policy for custom order details.

Special Requests

Clients may request products we don't stock:

Our approach:

• Assess whether we can source it
• Evaluate if it meets our quality and welfare standards
• Obtain from trusted supplier if appropriate
• Decline if product doesn't meet our standards (with honest explanation)
• Suggest alternatives if we have reservations

We will NOT:

• Source products we cannot professionally endorse
• Order items that compromise our welfare standards
• Facilitate purchases of unsuitable equipment
• Simply act as order service without professional judgment

Product Quality Assurance

Quality Control

All products undergo quality checks:

On Receipt from Supplier:

• Inspect for damage in transit
• Verify matches order and specification
• Check for manufacturing defects
• Ensure hardware functions correctly
• Confirm quality meets expectations

Before Sale:

• Final inspection for defects or damage
• Clean and present appropriately
• Check all components present and functional
• Ensure packaging intact and presentable
• Verify correct labelling and information

Returns and Repairs:

• Inspect returned items carefully
• Identify cause of issue
• Determine if fault or misuse
• Repair or replace if under warranty
• Feed back to supplier if recurring issue

Defects and Recalls

If product defects identified:

Immediate Actions:

• Remove from sale immediately
• Contact supplier to report issue
• Identify any items already sold
• Contact affected clients if safety concern
• Arrange replacements or refunds

Follow-Up:

• Review supplier quality control
• Consider continuing relationship with supplier
• Document issue and resolution
• Learn from experience

Product Recalls:

• Comply fully with manufacturer recalls
• Proactively contact affected clients
• Facilitate returns and replacements
• Maintain records of recall actions

Client Feedback

We actively seek and use client feedback:

• Product performance and satisfaction
• Durability and longevity
• Value for money
• Any issues or concerns
• Recommendations and testimonials

Feedback used to:

• Inform future stock decisions
• Identify quality issues early
• Improve product selection
• Enhance client service
• Build trust and transparency

Ethical and Sustainable Sourcing

Ethical Considerations

Where possible, we prioritise suppliers who:

• Maintain fair labour standards
• Source materials responsibly (especially leather from by-products)
• Treat workers fairly and pay living wages
• Operate transparently and honestly
• Respect animal welfare in material sourcing

We avoid suppliers with:

• Known unethical labour practices
• Serious environmental violations
• Poor animal welfare records
• Dishonest or exploitative business practices

We recognise:

• Perfect ethical sourcing is challenging in global supply chains
• We don't always have complete visibility
• We prioritise improvement over perfection
• We ask questions and seek transparency

Environmental Sustainability

We consider environmental impact:

✅ Materials:

• Preference for sustainable or recycled materials where available
• Vegetable-tanned leather over chemical processes
• Durable materials that last longer
• Avoiding excessive plastic packaging

✅ Manufacturing:

• UK and European manufacturers (reduced shipping emissions)
• Suppliers with environmental policies
• Quality over disposable (reduces waste)
• Supporting circular economy through pre-loved market

✅ Packaging:

• Minimal packaging from suppliers preferred
• Recyclable materials prioritised
• Avoiding single-use plastics
• Reusing packaging where appropriate

See our Environmental and Sustainability Policy for full details.

Inventory and Record Keeping

Stock Records

We maintain records of:

• All stock items (new and pre-loved)
• Quantities and locations
• Purchase dates and costs
• Supplier information
• Sales and movements
• Stock valuations

Stock records used for:

• Financial accounting and tax
• Insurance purposes
• Stock management and ordering
• Sales analysis and trends
• Business planning

Product Information

We record product details:

• Manufacturer and model
• Specifications and sizes
• Materials and construction
• Care instructions
• Warranty information
• Safety information

Information used for:

• Client advice and recommendations
• Product comparisons
• Warranty claims
• Quality tracking
• Professional knowledge building

Staff Training and Knowledge (if applicable)

All staff involved in product sourcing or sales must:

• Understand horse welfare and equipment fitting principles
• Know products we stock (features, benefits, limitations)
• Provide honest, evidence-based recommendations
• Follow this sourcing and stock policy
• Maintain professional integrity in sales

Training includes:

• Product knowledge and specifications
• Fitting principles and applications
• Horse welfare considerations
• Ethical selling and honesty
• Stock management procedures

Policy Review

Review Schedule

This policy is reviewed:

• Annually (minimum) each January
• When significant supplier changes occur
• Following product quality issues
• When business direction changes
• Based on client feedback and market changes

Continuous Improvement

We commit to:

• Learning from experience
• Adapting to industry developments
• Improving supplier relationships
• Enhancing product knowledge
• Maintaining high standards

Contact Information

Questions about products, suppliers, or stock:

📧 Email: emma@thefittedhorse.co.uk
📱 Phone: 07359 205538
🌐 Website: www.thefittedhorse.co.uk

Product requests, feedback, or concerns always welcome.

"Quality over quantity. Welfare over profit. Honesty over hype."