Prepare for Last Minute Express Orders: A Quick Checklist

When a client contacts you with an urgent order, whether an existing client or new to your business, you may have one of two reactions.

The first reaction may be to panic. How can you get their order processed quickly. If they are a new client this panic may be even more acute. You want to make a good impression, but you’ve never worked with them before, so they won’t know how reliable you are or the quality of your work. If you panic, your communications with them may show this and they are likely to think of you as untrustworthy and may feel less confident in placing an order with you.

The second, and by far more preferable reaction, is that this is your opportunity to prove what a dependable supplier you are. Your confidence will come across as a calming influence and thy will have far more trust in placing an order with you.

There are several steps you can take to make your life easier should this situation arise.

What products can be supplied quickly?

If you know what products can be supplied quickly, you can guide the client towards a sensible choice. You’ll know where you can source the products from quickly in order to meet the client’s turnaround time.

You can present options to the client if they are not sure which promotional products they wish to order and give them knowledgeable and accurate advice that will make them feel at ease and confident in your business.

Do you have the artwork templates?

Having the artwork templates ready to hand will allow you to obtain what you need from the client first time round, making the communication with them more efficient.

It will show you are organised and that you know the product type well, presenting a positive impression of your business.

You can advise when what has been provided is not in the correct format or what transfer well to print ensuring they get the quality end product that they need.

What are stock levels like? What about capacity?

When you receive an enquiry about an urgent order you should immediately check stock levels to ensure there is plenty of stock for the order you take on. Lack of stock will be detrimental to filling the order on time and accepting an express order and then being unable to fulfil the order will seriously upset the customer and damage their impression of your business.

Likewise, you should also immediately check capacity and ensure that there will be no delays due to volume of accepted orders and orders that are already in progress.

It is better to turn down an order, if necessary, than it is to accept an express order that you cannot complete in time.

What are your client’s expectations?

If they have come to you with a request for a product with a longer lead time, that is difficult to source, or with an unrealistic turnaround time, you have to be honest. Tell the client what you can do for them. The client may want the order within 24 hours, if it will take you 48 hours make sure they are aware.

Let them know exactly what you need from them to complete an order on time. If you require artwork in certain formats or by a certain deadline, ensure this is clearly explained to them to avoid disappointing them.

Being prepared and knowing your products and services is the key to success with urgent requests.

Express promotional products

Receiving your promotional products in just 1 day is a huge advantage to you and your customers. The time gained can be used in a variety of ways including promoting your turnaround time to your customers, charging extra for an express service, or even spending more time on the design if it is a bespoke or complicated order.

Our range of express promotional products offer dispatch is as little as 1 working day and includes a variety of options ready to printed with unique branding.