After delivery: an after-sales follow-up checklist
Check the delivery against the agreement
Check quantity, specifications, accessories, packaging and condition against the order and acceptance criteria. Keep the order reference, tracking details, receiving record and relevant photos. Record transport damage, shortages and product defects separately to identify the parties to contact.
Describe the issue so it can be handled
Specify the affected variant, quantity, observed problem, evidence and requested outcome. Follow the agreed process and current platform procedure promptly, checking any reporting window and required documents. Do not assume all orders have identical return terms.
Agree a remedy before returning goods
Confirm quantities, responsibility for costs, shipping arrangements and timing in writing. For international returns, check feasibility and costs first. Refunds, discounts, replacement parts or adjustments to a later order depend on the solution both parties actually accept.
Close the record and update your checks
Record whether the issue was resolved, what was received or refunded, how long it took and any open actions. Update your procurement checklist so the same issue is addressed during the next quotation or inspection.
A reusable after-sales message
Hello, order [reference] arrived on [date]. The affected product is [variant], with [quantity] affected. The issue is [description]. Relevant photos, videos and inspection records are ready. We would like to discuss [parts, replacement, repair or refund]. Please confirm the contact person, required evidence, cost arrangements and expected handling time. The final remedy remains subject to our agreement.
Need help framing an after-sales or partnership question?
Prepare the order reference, product and quantity, receiving date, issue history and desired outcome. Start with a description in the form; do not submit passwords, payment receipts or unrelated personal details.