Preparing a Supplier Contact Record
A clear contact record helps the buyer connect a quotation with the organization and person who issued it.
Practical Considerations
Record the business name, contact method, quotation reference and any separate shipping or billing details. When important information changes, confirm the change through a previously established contact method before relying on it.
Suggested Procedure
- Keep the original contact and quotation together.
- Record the person's role in the order discussion.
- Note unresolved identity or address differences.
Illustrative Example
If a quotation uses one business name and the packing documents use another, ask for the relationship to be explained in writing. The difference may have an ordinary explanation, but it should not remain ambiguous.
Points to Check
A contact record is an administrative aid, not proof of a supplier's reliability or authority to sell particular goods.
Working Record
Use the supplier contact record to put the relevant information in one place. You can complete it in your browser, save a text copy or print a blank form for use in the store. Entries are not submitted to RuralAttune.
Open the supplier contact record »
Related Information
Examples are provided for planning purposes and are not quotations, promised results or terms of sale. Confirm the arrangements for each purchase with the parties involved.