Example of documentation template for sales department

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The following document templates (tool kits) are provided totally complimentary, free of charge to use as a starting point for for sales dept. As each business is different, additional documents or revisions would be required to meet your organization’s specific needs, requirements, context, risk profile, etc. ​​If after reading through all of these documents, you feel like you still need a consulting partner to help you develop your new documents – Contact Us. We’re always looking for interesting new clients and projects.

1. INQUIRY REGISTER

S. NoDateInquiry noDescriptionQTY
(if applicable)		Client nameClient InquiryQuotation Ref No.Amount Inquiry StatusRemarks
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
           
Prepared by      Reviewed by   
Name       Name   
Sign     Sign  
Date     Date  
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: 00/–  		*Enquiry status can be On hold / Under discussion / Regret   

2. Job Register

S.NoReceived  DateJob NoInquiry NoDescriptionClient NamePO.NoPO DateAmountJob Delivered onIR NO & DateRemarks
.
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
Prepared by Reviewed by  
Name Name  
Sign  Sign 
Date   Date  
Iss.No./Date: 01/30.12.2017 Rev.No/Rev.Date: 00/– 

3. Contract Review

Customer:
Enquiry No.    :Date
Quotation Ref:Date:
P. O. No.   :PO Received Date : Confirmation on  :

A) Technical Requirement Review:

Sr. NoReview PointsReview Comments
1Nature of work     
2Scope of work specified by customer   
3Is drawing, specification and standards mentioned in drawing are available and are latest.     
4Product specification     
5Material     
6Manufacturing requirements         
7Testing/Inspection requirements       
8Order within SOS capacity. Any outsourcing required.   
9Monogram requirements   

B) Commercial Requirement

Sr. NoReview PointsReview Comments
1Price 
2Payment Terms and Conditions 
3Freight 
4Any Other Points 

C) Legal Requirements

Sr. No.Legal RequirementsReview comments
 
       

D) Risk Assessment

Sr. No.Risk IdentifiedReview comments
 
       

E) Job Specific Training Requirements

Sr. No.Training RequirementsReview comments
 
       
Order Accepted : Yes / NoDate                    : 
Contract review done By:Approved By:

4. Verbal Inquiry / Order Form

ENQUIRY NO.:RECEIVING DATE: 
CLIENT: CLOSING DATE: 
DRAWINGS RECEIVED:Yes / No
CONTACT: INQUIRY THROUGH: Verbal
TELEPHONE:  Email
FAX: 
DESCRIPTION OF JOB:
 








RECEIVED BYQUOTED:Yes / No
NAME:  QUOTED TERMS & CONDITIONS (IF YES):



DESIGNATION: 
SIGNATURE: AMOUNT : 
COMPLETION: 
REMARKS:
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date:xx/xx.xx.xxxx

5. Customer Satisfaction feedback

For ORGANIZATION use only
Customer Information
Company
Job Number
Starting DatePO Number 
Invoice DateDate 
Customer RepresentativeContact 
 
Please fill the following to determine the level of satisfaction about work done:
For customer useSatisfaction Level
S.NoConcernsEncircle oneRemarks
Poor—————->Good
1How was the enquiry been responded?12345 
2Had quotation submitted within your desired time?12345 
3How cost effective our quote is in meeting your expectation?12345 
4Has the work been done as per the scope defined in the quotation?12345 
5How well did the Commercial Department coordinated with you?12345 
6In case of any damages reported to ORGANIZATION, were actions taken promptly?12345 
7How do you find the quality of our service?12345 
8Are you satisfied with the level of documentation provided to you?12345 
9Has the work been completed within the agreed delivery date?12345 
10Would you like to continue with ORGANIZATION for a similar job again?12345 
*Please provide suggestions for our quality improvement (Space provided below)
Customer comments & Signature
For ORGANIZATION use onlyTotal Score ObtainedPercentageRemarks By HOD
Total Customer Satisfaction Score/50/100 
Reviewed by:Issued with invoice by:
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx

6. Customer Satisfaction Analysis Report

Date of analysis: 
Name of customer: 
No of order carried out during last 6 months: 
1Is customer satisfied with our overall performance?ABC
2Is customer happy with our communication?ABC
3Is customer satisfied with our quality of work/product?ABC
4Is customer satisfied with the delivery?ABC
5Is customer happy with our pricing? (No of order lost during the last 3 months from this customer)ABC
6Is the customer satisfied with our resources? (Personnel, Machineries & Equipment, Finance etc.)ABC
7Is the customer satisfied with our communication channel? (If no, specify)ABC
8Is the customer happy with our hospitality and service when they visit us?ABC
9Is the customer happy with our qualification and experience?ABC
10Is the customer happy with our safety procedures and safety practice?ABC
11Is the customer happy with our Quality System & Procedures?ABC
12Is customer happy with our service after sale?ABC
 Final ScoreABC
Analysis carried out by:Reviewed by:Analysis carried out by:
Name:Signature and Date:Name:
Signature and DateDesignation:Signature and Date

7. Marketing visit logbook

S.No.DateCompanyMeeting withSales ExecutiveResultsGM Review
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
       
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date:xx/xx.xx.xxxx

8. Annual Customer Feed Back Evaluation and Analysis

  From January ____ to Decemeber ____
Sl NOCustomerNo. of jobs excutedNo, if jobs for which the feed back was takenAverage Satisfication
(%)
     
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
 Sub Total
 
Reviewed by:Verified by:
Name:Name:
Date:Date:
Iss.No./Date: 01/04.12.2017
Rev.No/Rev.Date: 01/01.08.2018

9. Weekly Customer Visit Plan / Report

S.No.DateCompanyPerson contactedContact numberJob no if anyQuotation No.P.O. No.Remarks/Status
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date:xx/xx.xx.xxxx

10. Production Monitoring & Delivery Status Record

Sl noReceived DateJob NoInquiry NoDescriptionCustomerPO NoPO DateCompletion as per POActual Date of CompletionDelay/ Gain TimeRemarks
           
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
            
Prepared byReviewed by 
NameName 
SignSign 
DateDate 
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx-

11. Documentation Checklist

JOB ORDER #
 
1INQUIRY(VERBAL/WRITTEN)   
 
2COSTING SHEET   
 
3WRITTEN QUOTE   
 
4CUSTOMER PURCHASE ORDER   
 
5CUSTOMER SUPPLIED MATERIAL NOTE(SRV)   
 
6ROUTE SHEET/PRODUCTION PLAN   
 
7DRAWING (IF REQUIRED)   
 
8WPS (IF REQUIRED)   
 
9MATERIAL CERTIFICATES   
 
10INSPECTION REPORTS   
 
11DELIVERY NOTE   
 
12INVOICE REQUEST   
 
13CONTRACT REVIEW   
 
14EMAIL CORRESPONDANCES   
 
CHECKED BYVERIFIED BY
 NAME, SIGN & DATE NAME, SIGN & DATE
Iss.No./Date: xx/xx.xx.xxxx
Rev.No/Rev.Date: xx/xx.xx.xxxx

12.0 Customer Requirement Review

Sr. NoReview PointsComment
1  
2  
3  
4  
5  
6  
7  
8  
9  
10  
Customer RepresentativeReviewed by (Organization)
Name
Sign
Date

13.0 Product Technical Delivery Conditions

Customer Name:
Enquiry No:Date:
Enquiry Ref: Email / VerbalContact person:
Sr. NoProduct DescriptionTechnical Specifications Proposed
1  
2  
3  
4  
5  
6  
7  
8  
9  
10  
Proposed ByReviewed by
Name
Sign
Date

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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