Checklist template

Special order and author event operations for bookstores

A ready-to-use checklist with 114 items in 6 sections, covering Special order intake, Order tracking, Customer notification, Event planning, Event day, Returns to publisher. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 114 Items
  • 96 Yes / No checks
  • 6 Scored ratings
  • 126 Points

Use this template How audits work

1. Special order intake 19 items

  1. The bookseller searches store stock and other company locations before offering a special order Yes / No 1 pt
  2. The title is identified by ISBN, with the edition and format (hardcover, paperback, large print) confirmed with the customer Yes / No 1 pt
  3. Availability is checked at the wholesaler and the publisher before a date is quoted Yes / No 1 pt
  4. The customer is told the expected arrival window, with a longer window for publisher-direct or imported titles Yes / No 1 pt
  5. Titles listed as out of print, out of stock indefinitely or print-on-demand are explained before the order is taken Yes / No 1 pt
  6. The price quoted is the current list price shown in the ordering system Yes / No 1 pt
  7. The customer's name, phone number and email are entered in the order record Yes / No 1 pt
  8. The customer's preferred contact method (text, email, call) is recorded Yes / No 1 pt
  9. The order states whether the book will be collected in store or shipped Yes / No 1 pt
  10. A deposit or prepayment is collected on non-returnable and print-on-demand titles, per company policy Yes / No 1 pt
  11. The customer is told when a special order cannot be cancelled or returned Yes / No 1 pt
  12. The customer receives a printed or emailed order confirmation with the order number Yes / No 1 pt
  13. Preorders of forthcoming titles show the publication date on the confirmation Yes / No 1 pt
  14. Requests for signed or first-edition copies are noted on the order Yes / No 1 pt
  15. Bulk orders from schools, libraries and book clubs record the purchase order number and the agreed discount Yes / No 1 pt
  16. Tax-exempt accounts have their exemption document on file before the sale is rung without tax Yes / No 1 pt
  17. Special orders are entered in the system, not kept on paper slips at the counter Yes / No 1 pt
  18. Special orders taken in the last 7 days Number
  19. Completeness of 5 special order records sampled Rating
    • ISBN, contact, date quoted and payment terms on all 5 pts
    • Minor gaps on 1 or 2 3 pts
    • Contact details or ISBN missing 1 pt

2. Order tracking 18 items

  1. Special orders are sent to the supplier by the next ordering cut-off after intake Yes / No 1 pt
  2. The supplier chosen is the fastest source showing stock, not the default vendor Yes / No 1 pt
  3. The open special order report is reviewed by a named bookseller at least twice a week Yes / No 1 pt
  4. Orders unfilled after 14 days are checked with the supplier and re-sourced or escalated Yes / No 1 pt
  5. Backorder and cancellation notices from suppliers are matched to the customer order the day they arrive Yes / No 1 pt
  6. Special order copies are identified at receiving before stock goes to the sales floor Yes / No 1 pt
  7. Each special order copy is tagged with the customer's name and order number at receiving Yes / No 1 pt
  8. Special order copies are shelved on the hold shelf in alphabetical order by customer surname Yes / No 1 pt
  9. The hold shelf is behind the counter or otherwise out of reach of browsing customers Yes / No 1 pt
  10. Damaged special order copies are reordered the day they are received Yes / No 1 pt
  11. Preorder quantities are checked against the supplier's allocation one week before publication Yes / No 1 pt
  12. Books with a strict on-sale date stay boxed in the stockroom until that date Yes / No 1 pt
  13. Signed-copy and bookplate requests are sent to the publisher or author contact with the order Yes / No 1 pt
  14. Shipped orders record the carrier tracking number in the order record Yes / No 1 pt
  15. The number of books on the hold shelf matches the report of orders received and awaiting pickup Yes / No 1 pt
  16. Open special orders older than 21 days Number
  17. Special orders on the hold shelf at the time of the visit Number
  18. Control of open special orders Rating
    • Report reviewed on schedule, no aged orders unexplained 5 pts
    • Reviewed, some aged orders without notes 3 pts
    • Report not reviewed 1 pt

3. Customer notification 15 items

  1. The customer is notified the day the book is received Yes / No 1 pt
  2. The notification uses the contact method the customer chose Yes / No 1 pt
  3. The notification states the pickup location, the store hours and how long the book will be held Yes / No 1 pt
  4. The date and method of each contact are logged in the order record Yes / No 1 pt
  5. A customer who does not answer is contacted a second time within 7 days Yes / No 1 pt
  6. Customers are told of a delay as soon as the supplier reports a backorder Yes / No 1 pt
  7. Customers are offered a substitute edition or a refund when a title is cancelled by the supplier Yes / No 1 pt
  8. Messages left by voicemail give the store name without disclosing the title ordered Yes / No 1 pt
  9. Preorder customers are notified on or before the publication date Yes / No 1 pt
  10. Books not collected by the end of the hold period are returned to stock or to the supplier per company policy Yes / No 1 pt
  11. Deposits on uncollected orders are refunded or kept as stated on the order confirmation Yes / No 1 pt
  12. At pickup, the bookseller confirms the name and order number before handing over the book Yes / No 1 pt
  13. Prepaid orders are marked collected in the system at pickup Yes / No 1 pt
  14. Books on the hold shelf past the hold period Number
  15. Timeliness of notification on 5 received orders sampled Rating
    • All notified the day of receipt 5 pts
    • 1 or 2 notified late 3 pts
    • Several never notified 1 pt

4. Event planning 20 items

  1. An events calendar for the next 60 days is posted in the back office Yes / No 1 pt
  2. Each event has a named bookseller as host Yes / No 1 pt
  3. Event details (date, time, format, signing rules) are confirmed in writing with the author or the publicist Yes / No 1 pt
  4. The publisher's requirements (ticketing, book purchase required to join the signing line, photography) are on file Yes / No 1 pt
  5. Books for the event are ordered at least 3 weeks ahead Yes / No 1 pt
  6. The order quantity is based on expected attendance and the author's previous sales Yes / No 1 pt
  7. The author's backlist titles are ordered along with the new book Yes / No 1 pt
  8. Event stock is ordered on returnable terms where the supplier allows Yes / No 1 pt
  9. The event is listed on the store website and social media at least 2 weeks ahead Yes / No 1 pt
  10. In-store signage and a display of the author's books are up at least 1 week ahead Yes / No 1 pt
  11. Ticketed events have a capacity limit set against the posted occupancy of the space Yes / No 1 pt
  12. Registration or ticket sales are tracked in one list Yes / No 1 pt
  13. Off-site events have a written agreement with the venue covering sales, seating and equipment Yes / No 1 pt
  14. Off-site sales equipment (mobile payment terminal, cash float, bags) is checked the day before Yes / No 1 pt
  15. Staffing for event day is on the schedule, including a register dedicated to event sales Yes / No 1 pt
  16. The event sheet lists the accessibility arrangements (step-free seating area, microphone, reserved seats) Yes / No 1 pt
  17. The author's requests (water, pens, a reader for the introduction) are noted on the event sheet Yes / No 1 pt
  18. Authors paying to host an event, or selling consignment copies, have a signed consignment or event agreement Yes / No 1 pt
  19. Events scheduled in the next 60 days Number
  20. Date of the next scheduled author event Date

5. Event day 20 items

  1. Event books arrived and were counted at least 2 days before the event Yes / No 1 pt
  2. The seating layout keeps aisles and exits clear Yes / No 1 pt
  3. Attendance stays within the capacity set for the space Yes / No 1 pt
  4. The microphone and speaker are tested before doors open Yes / No 1 pt
  5. A signing table is set with pens, bookmarks and water for the author Yes / No 1 pt
  6. Event books are displayed near the entrance and at the signing table Yes / No 1 pt
  7. A register or mobile terminal is open for event sales before the talk starts Yes / No 1 pt
  8. The host introduces the author and explains how the signing line works Yes / No 1 pt
  9. Sticky notes with the name to be inscribed are handed out in the signing line Yes / No 1 pt
  10. Books are opened to the title page by a bookseller as the customer reaches the author Yes / No 1 pt
  11. The signing line is managed so that it does not block the store's main aisle or the entrance Yes / No 1 pt
  12. Only books bought at the store are signed when the publisher's rules say so Yes / No 1 pt
  13. Remaining stock is signed by the author before leaving, in the quantity agreed with the store manager Yes / No 1 pt
  14. Signed stock carries a "signed copy" sticker Yes / No 1 pt
  15. Attendance is counted and recorded on the event sheet Yes / No 1 pt
  16. Chairs, tables and equipment are put away the same day Yes / No 1 pt
  17. Attendance at the last event Number
  18. Copies of the featured title sold at the last event Number
  19. Sell-through of the featured title at the last event Rating
    • Above 60 percent of copies ordered 5 pts
    • 30 to 60 percent 3 pts
    • Below 30 percent 1 pt
  20. Running of the last event, from the event sheet or as observed Rating
    • Started on time, line and sales handled smoothly 5 pts
    • Minor issues with sound, seating or line 3 pts
    • Stock late, sales lost or space overcrowded 1 pt

6. Returns to publisher 22 items

  1. Unsold event stock is reviewed within 7 days after the event Yes / No 1 pt
  2. The store manager decides the quantity to keep on the shelf before any return is prepared Yes / No 1 pt
  3. Signed copies are kept for sale; they are not included in returns Yes / No 1 pt
  4. Returns are checked against each publisher's return window Yes / No 1 pt
  5. Return authorization is requested from publishers that require it Yes / No 1 pt
  6. Non-returnable titles are identified before packing and kept out of return cartons Yes / No 1 pt
  7. Uncollected special orders eligible for return are included in the next return to their supplier Yes / No 1 pt
  8. Mass-market paperbacks sold on strip-cover terms are processed as the publisher instructs, with stripped books destroyed Yes / No 1 pt
  9. Books are returned in resalable condition, with price stickers removed Yes / No 1 pt
  10. Each carton carries a packing list with ISBN and quantity Yes / No 1 pt
  11. Return cartons are packed tight enough to prevent corner damage in transit Yes / No 1 pt
  12. Returns are sent to the return address given by the publisher or wholesaler, which may differ from the shipping warehouse Yes / No 1 pt
  13. The carrier tracking number is recorded for each return shipment Yes / No 1 pt
  14. Credit memos received are matched to the returns sent Yes / No 1 pt
  15. Returns without credit after 60 days are followed up with the supplier Yes / No 1 pt
  16. Damaged and defective copies are claimed with the supplier within its claim period Yes / No 1 pt
  17. Consignment copies from local authors are returned or paid for per the signed agreement Yes / No 1 pt
  18. Return cartons waiting to ship at the time of the visit Number
  19. Returns older than 60 days with no credit received Number
  20. Follow-up of return credits Rating
    • Every return matched to a credit or followed up 5 pts
    • Some returns unmatched 3 pts
    • Returns not tracked 1 pt
  21. Name of the manager on duty Short text
  22. Comments and corrective actions Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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