Supplier document request: a copy-and-paste email
Send this with your purchase order, not at the end of the job. Suppliers are quickest to reply while the order is fresh.
Subject: O&M documents for order [PO number] - [project name] Hi [name], Thanks for confirming order [PO number] for [project name]. To complete the O&M manual for this job, please send the following for each product on the order: 1. Installation and O&M / user manual 2. Technical data sheet 3. Declaration of performance or conformity (where applicable) 4. Warranty terms and how to register 5. Recommended spares list 6. Maintenance schedule and service intervals 7. Any test or commissioning certificates you issue PDFs by email are perfect. If any of these don't exist for a product, just let me know so I can note it. Could you send them by [date, ideally within 2 weeks of delivery]? Many thanks, [Your name] [Company] [Phone]
Tips
- Put the request on your PO terms as well, so it's part of the order.
- Keep one tracker of what's in and what's outstanding, per supplier.
- Chase at delivery, not at handover.
Once the documents are in, Handover Works gives you one place to put them into a manual your client opens with a QR scan. Your first handover is free to build and preview, no card needed.