BECOMING A CLIENT
Do you accept every client?
No.
VINTAGE QUEEN is a B2B purchasing and sourcing service for professional retailers and resellers, and all new clients are subject to review before we begin working together.
Our services are designed for professional businesses interested in building a long-term purchasing relationship with a trusted partner in Japan.
We may ask for information about your business, sales channels and expected purchasing needs before accepting a new client.
Who do you work with?
We primarily work with overseas:
Luxury Resellers
Vintage Boutiques
Online Retailers
Live-Selling Businesses
Professional Dealers
Our services are designed for professional buyers rather than individual consumers looking for a one-time personal purchase.
Do I need to place a large first order?
No.
We understand that trust takes time, especially when working with a new international purchasing partner.
New clients can begin with a small number of purchases through our Purchase & Handling Service.
This allows you to experience our communication, purchasing process, receiving, item checks, packing and international shipping before increasing your purchasing volume.
Start small. Build trust. Scale when you’re ready.
OUR SERVICES
What is the difference between Purchase & Handling and Full Sourcing?
We offer two ways to buy from the Japanese luxury resale market.
PURCHASE & HANDLING — RECOMMENDED
You find and select the items yourself.
Add the Japanese product URLs to your private purchasing sheet, and VINTAGE QUEEN reviews the listings and handles the purchasing process in Japan.
This is recommended for buyers who want full control over their inventory selection.
FULL SOURCING
You tell us what you want to buy and establish your buying criteria and purchasing budget in advance.
VINTAGE QUEEN then searches the Japanese domestic market and purchases suitable items within your pre-approved criteria and available budget.
Individual approval is not required for every qualifying purchase.
Which service do you recommend for new clients?
For most new clients, we recommend starting with our Purchase & Handling Service.
You choose exactly what you want to purchase, allowing you to maintain full control over your initial orders while getting to know VINTAGE QUEEN.
As our working relationship develops, clients who want us to manage their ongoing sourcing can move to our Full Sourcing Service.
GOOGLE SHEET & PURCHASE MANAGEMENT
How do you manage my purchases?
Approved clients can receive access to a private shared Google Sheet.
The sheet acts as a purchasing workspace between you and VINTAGE QUEEN.
Depending on the service, it may include:
Product URL
Photos
Japanese Purchase Price
Condition
Seller Information
Purchase Status
Purchase Date
Relevant Notes
For Full Sourcing clients, it can also be used to track purchases made against the client’s funded purchasing budget.
How does the Google Sheet work with Purchase & Handling?
You search the Japanese market and choose the items you want.
When you find something you want to purchase, add the product URL to your private purchasing sheet.
VINTAGE QUEEN reviews the listing and relevant information and confirms the total cost.
After payment is received, we purchase the requested item on your behalf.
You can continue adding additional purchase requests to the sheet as your purchasing activity continues.
How does the Google Sheet work with Full Sourcing?
For Full Sourcing, the sheet primarily functions as a record of the inventory VINTAGE QUEEN purchases on your behalf.
You establish your buying criteria and fund your purchasing budget in advance.
VINTAGE QUEEN then purchases qualifying items within those pre-approved parameters.
Purchased items are recorded in your private Google Sheet so you can follow your purchasing activity and inventory.
Will you purchase an item without my individual approval?
It depends on the service.
PURCHASE & HANDLING
No. You select the item yourself and request the purchase.
VINTAGE QUEEN does not independently select inventory for you under this service.
FULL SOURCING
Yes, provided the item meets your pre-approved buying criteria and sufficient funds are available within your purchasing budget.
This is the purpose of Full Sourcing: allowing VINTAGE QUEEN to act quickly in the Japanese market without requiring approval for every individual purchase.
PURCHASE & HANDLING
Can I choose the items myself?
Yes.
That is exactly what our Purchase & Handling Service is designed for.
Browse Japanese websites and marketplaces, choose the items that fit your business, and add the product URLs to your private purchasing sheet.
You choose. We handle Japan.
Do you check the listing before purchasing?
Yes.
Before purchasing, we review relevant listing information such as the product details, price, condition description, seller information and domestic shipping information.
If we identify something important that you should know before proceeding, we will inform you.
What happens if the item sells before you can purchase it?
Vintage and pre-owned luxury items are often one-of-a-kind and can sell very quickly.
Availability cannot be guaranteed until VINTAGE QUEEN has successfully completed the purchase.
If an item becomes unavailable before purchase, we will inform you.
Any unused funds allocated to that purchase can be applied to another purchase or handled according to our applicable payment and refund terms.
FULL SOURCING
Do I need to fund my purchasing budget before Full Sourcing begins?
Yes.
Full Sourcing operates on a pre-funded purchasing budget.
Before sourcing begins, you fund an agreed purchasing budget in advance.
VINTAGE QUEEN then uses the available budget to purchase suitable items that meet your pre-approved buying criteria.
What buying criteria can I set?
Your buying criteria can include:
Brand
Model or Product Category
Color
Material
Condition
Maximum Purchase Price
Quantity
Total Purchasing Budget
Other Specific Requirements
The clearer your criteria are, the better we can purchase inventory that fits your business.
Do I approve every Full Sourcing purchase?
No.
Full Sourcing is designed for clients who want to delegate purchasing decisions within clearly agreed parameters.
Once your buying criteria are established, VINTAGE QUEEN may purchase qualifying inventory using your available purchasing budget without requesting individual approval for every item.
All purchases are recorded for transparency.
What happens to unused Full Sourcing funds?
Any unused purchasing budget remains unspent.
The treatment of remaining funds — including whether they are carried forward to the next sourcing period or returned — is handled according to the agreed terms for your Full Sourcing arrangement.
PRICING & COMMISSION
Do you add a markup to the merchandise?
No.
VINTAGE QUEEN operates on a commission basis.
We do not purchase merchandise, add a hidden profit margin and resell it to you at an undisclosed price.
Our commission is calculated separately from the actual Japanese purchase price.
Japanese Purchase Price + VINTAGE QUEEN Commission
Our goal is to keep the purchasing structure transparent.
Can you offer additional discounts on your commission?
Our commission rates follow the pricing structure shown on our Fees page.
Because we operate with a transparent and predetermined fee structure, additional discounts are not normally available.
Please refer to our Fees page for current rates and applicable charges.
AUTHENTICITY
Are the items authentic?
Authenticity is one of the most important considerations in our purchasing process.
We purchase from established Japanese businesses that meet our sourcing standards.
Depending on the seller and transaction, we review relevant business information and available purchase documentation before proceeding.
We do not knowingly purchase from sellers whose authenticity or business reliability we consider questionable.
Do you authenticate the items?
VINTAGE QUEEN performs an additional authenticity review after receiving the merchandise in Japan.
We do not rely solely on the original seller’s description.
Independent third-party authentication can also be arranged upon request.
What happens if you have concerns about authenticity?
If an item raises significant authenticity concerns during our inspection, we will not knowingly ship it internationally as authentic merchandise.
We will investigate the issue and contact the original seller where appropriate.
Any return, cancellation or refund will depend on the seller’s terms, applicable procedures and the circumstances of the transaction.
Will I receive proof of purchase?
Where purchase documentation is issued by the original seller, copies can be provided upon request.
This may include an invoice, delivery note or receipt.
CONDITION CHECK
Do you check the condition after receiving the item?
Yes.
Purchased items are first delivered to VINTAGE QUEEN in Japan.
We compare the received item with the original listing and review its general condition.
If we identify a significant discrepancy or issue before international shipment, we will inform you.
Do you clean or repair the items?
Basic cleaning may be performed when appropriate.
We do not repair, restore or alter the merchandise.
PAYMENT
How do I pay?
Payment is made in advance.
Wise is our recommended payment method.
Payment procedures differ slightly depending on whether you use Purchase & Handling or Full Sourcing.
How does payment work for Purchase & Handling?
Once you have selected the items you want and VINTAGE QUEEN has reviewed the purchase request, we confirm the required amount.
Payment must be received before we purchase the item on your behalf.
How does payment work for Full Sourcing?
Full Sourcing uses a pre-funded purchasing budget.
You fund the agreed purchasing budget before sourcing begins.
VINTAGE QUEEN then purchases suitable inventory within your pre-approved buying criteria and available budget.
Why is payment required in advance?
VINTAGE QUEEN purchases merchandise from Japanese sellers on your behalf.
The Japanese seller must be paid when the purchase is made.
For Purchase & Handling, this means payment must be received before the requested purchase.
For Full Sourcing, sufficient funds must already be available within your funded purchasing budget.
SHIPPING
Can you combine purchases from different Japanese sellers?
Yes.
This is one of the major benefits of working with VINTAGE QUEEN.
Items purchased from multiple Japanese stores and sellers can be delivered to us, temporarily stored and consolidated into fewer international shipments.
When will my purchases be shipped?
Shipment timing can be arranged according to your purchasing activity and requirements.
You may continue accumulating purchases with VINTAGE QUEEN in Japan and request consolidated shipment when appropriate.
This can reduce the need to arrange separate international shipments for every individual purchase.
Who pays for international shipping?
International shipping is paid by the client.
For regular buyers, we recommend having your own DHL account.
Where supported, shipments can be arranged using your DHL account number so that international freight charges are billed directly to your account.
Do I need a DHL account?
It is not necessarily required, but we strongly recommend it for clients who purchase regularly from Japan.
Using your own DHL account can make international shipping costs more transparent and easier to manage.
Can I request a shipment before all of my planned purchases are complete?
Yes.
You do not necessarily need to wait until every planned purchase has been completed.
If you would like your currently held inventory shipped, please contact us and we can prepare the available items for international shipment.
Additional handling or shipping charges may apply depending on the circumstances.
Who is responsible for customs duties and import taxes?
The client is responsible for customs duties, import taxes, brokerage fees and other charges imposed by the destination country.
These costs are separate from VINTAGE QUEEN’s service fees and international shipping charges.
We declare shipments accurately and do not undervalue merchandise or provide false customs declarations.
STARTING WITH VINTAGE QUEEN
How do I start working with VINTAGE QUEEN?
The first step is to apply to become a client.
Tell us about your business, sales channels and purchasing requirements.
Because VINTAGE QUEEN is a B2B service for professional buyers, all new clients are reviewed before purchasing services begin.
Once approved, we will provide the information you need to begin purchasing.
For most new clients, we recommend starting with our Purchase & Handling Service.
Choose a few items, experience our service and get to know how we work.
You can then increase your purchasing volume or move to Full Sourcing as our relationship develops.