Supplier recovery follow-up calendar
After a supplier accepts a claim, the risk often shifts from “will they agree?” to “will the promised refund, replacement, credit, repair or rework actually arrive?” Use this calendar to turn recovery promises into dated checkpoints.
1 · Open recovery record
| Claim ID | Link to the claim settlement tracker row. |
|---|---|
| Recovery type | Refund, credit note, replacement shipment, spare parts, repair, rework, discount or mixed settlement. |
| Value at risk | Currency amount, units affected, freight exposure and any buyer-side labour cost. |
| Supplier owner | Name, email / chat handle, escalation manager and promised decision-maker. |
| Closure evidence | Bank receipt, credit memo, replacement tracking number, QC pass proof, rework photo/video or signed settlement note. |
2 · Calendar checkpoints
- Day 0: confirm the written promise, exact amount or quantity, and the evidence needed for closure.
- Day 2: request proof that the recovery action has started, not only verbal reassurance.
- Day 5: check whether refund, credit note, replacement booking, repair plan or rework photos exist.
- Day 7: escalate if no evidence is received; copy the sales owner and operations manager.
- Day 14: decide whether to hold new orders, reduce deposit exposure, or close with documented residual risk.
3 · Status labels
- Promised Supplier agreed but no execution evidence yet.
- In progress Partial proof exists, but value is not recovered.
- Blocked Supplier missed a checkpoint or changed terms.
- Recovered Money, goods, credit or repair evidence is complete.
- Closed with loss Residual loss is documented and future supplier controls are updated.
4 · Copy-ready follow-up note
Subject: Recovery follow-up for claim [claim ID]
Hello [supplier name],
Please confirm the current recovery status for [refund / replacement / credit / repair]. The agreed deadline was [date]. To close the claim on our side, please send [required evidence] by [next checkpoint].
If this deadline cannot be met, please reply with the reason, revised date, responsible owner and management approval. Until evidence is received, this claim remains open and may affect future order release.
Decision rule
Do not mark a supplier claim as closed because a supplier “said yes.” Close it only when the agreed recovery value is received or when the buyer deliberately accepts a documented loss. The calendar should make late promises visible before the next order or payment is released.