Guides for Purchaser Coordination
HOW TO USE:
1. Refer to a table based on your rest days.
2. For example, if you rest days are during SAT-SUN and you forwarded a case on a Monday, you should send a follow-up on the coming Thursday.
3. For every follow-up you made with the purchaser, you should also send a template (see bottom page) to the customer in the In Progress ticket without changing its status.
4. Follow-ups within the 2nd business day should be done in the AFTERNOON to give enough time to the purchasers to coordinate with the suppliers and a proper template (see bottom page) should be used so that they will not feel being rushed.
5. Follow-ups on the 3rd business day should be done preferably in the MORNING.
LEGEND:
| Follow-ups within the 2nd business day should be done in the AFTERNOON |
|---|
| Follow-ups on the 3rd business day should be done in the MORNING |
REST DAYS: SAT - SUN
| SUN | MON | TUE | WED | THU | FRI | SAT |
|---|---|---|---|---|---|---|
| ................ | FORWARD | FOLLOWUP | ................ | |||
| ................ | FORWARD | FOLLOWUP | ................ | |||
| ................ | FORWARD | FOLLOWUP | ................ | |||
| ................ | FOLLOWUP | FORWARD | ................ | |||
| ................ | FOLLOWUP | FORWARD | ................ |
REST DAYS: SUN - MON
| SUN | MON | TUE | WED | THU | FRI | SAT |
|---|---|---|---|---|---|---|
| ................ | ................ | FORWARD | FOLLOWUP | |||
| ................ | ................ | FORWARD | FOLLOWUP | |||
| ................ | ................ | FORWARD | FOLLOWUP | |||
| ................ | ................ | FOLLOWUP | FORWARD | |||
| ................ | ................ | FOLLOWUP | FORWARD |
REST DAYS: TUE - WED
| SUN | MON | TUE | WED | THU | FRI | SAT |
|---|---|---|---|---|---|---|
| FORWARD | ................ | ................ | FOLLOWUP | |||
| FORWARD | ................ | ................ | FOLLOWUP | |||
| FOLLOWUP | ................ | ................ | FORWARD | |||
| FOLLOWUP | ................ | ................ | FORWARD | |||
| ................ | ................ | FOLLOWUP | FORWARD |
REST DAYS: THU - FRI
| SUN | MON | TUE | WED | THU | FRI | SAT |
|---|---|---|---|---|---|---|
| FORWARD | FOLLOWUP | ................ | ................ | |||
| FORWARD | FOLLOWUP | ................ | ................ | |||
| FORWARD | ................ | ................ | FOLLOWUP | |||
| FORWARD | ................ | ................ | FOLLOWUP | |||
| FOLLOWUP | ................ | ................ | FORWARD |
REST DAYS: FRI - SAT
| SUN | MON | TUE | WED | THU | FRI | SAT |
|---|---|---|---|---|---|---|
| FORWARD | FOLLOWUP | ................ | ................ | |||
| FORWARD | FOLLOWUP | ................ | ................ | |||
| FORWARD | FOLLOWUP | ................ | ................ | |||
| FOLLOWUP | FORWARD | ................ | ................ | |||
| FOLLOWUP | FORWARD | ................ | ................ |
Template to be sent to the customer every time a follow up is sent to the purchaser:
Thank you for patiently waiting. Please do not worry as your case is being taken care of. As of today, we have not yet received an update from our technical team but we already sent a follow up. Rest assured that we will get back to you as soon as we receive an update or on/before xxDATExx. Please bear with us. Thank you for your patience and kind understanding.
Template to be used when sending follow-up to the purchaser for cases that are still within 2 business days:
Hi! Just to let you know that I'm on rest days every xxxxxxxx. I am leaving you this message so you can check/followup the case for Order ID: XXXXXXXX tomorrow. Feel free to reply and my teammate will handle the case for me while I am not around. Thank you.
