The Phone Confirmation Checklist Template is used to confirm order details. Phone calls serve to confirm all information collected is accurate, that orders placed are valid, and that the customer agrees to all terms and conditions of the sale. Calls should be made only after all documents and data have been verified. This will ensure that any discrepancies found can be addressed during the first call made.
Ask to speak to the person that issued the Purchase Order or the one that signed the check/credit card receipt. Explain the reason for the call and proceed to confirm the order details as indicated on REV104-1 PHONE CONFIRMATION CHECKLIST.
Record the date and time, the name of the person talked to, answers to all questions, and note any comments or discrepancies. Sign and date the Phone Confirmation Checklist. Attach the completed form to the Sales Order.
If any information discussed is contrary to the sales order documentation, then advise the customer you will have to get further information. Place the order on Hold and contact the Salesperson for clarification or, if needed, discuss the discrepancy with the Sales Manager. Upon clarification or correction, complete the confirmation process.