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What to Check at an Aesthetic Equipment Handover
Keep the documents, item records and support contacts you will need after delivery.
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The handover is a good time to collect the details you may need months later. A single file for each machine makes it easier to identify the unit, find its documentation and reach the right support contact.
Match the delivered equipment to the order
Record the model and serial number from the delivered unit and check the supplied items against the packing list. If a handpiece or another component has its own reference, capture that too. Record discrepancies and raise them with the supplier using the order reference.
Save the documents together
Keep the written quotation, invoice, delivery record and manufacturer documentation in one place. If setup or training was part of the order, record who provided it and when it took place. Assign someone on your team to keep the file current as parts are replaced or service visits occur.
Clarify the support route
Ask who receives the first service enquiry and which details they need. If a warranty applies, save its written terms, including when coverage starts, which items it covers and how to raise a claim. Clarify who coordinates transport if the equipment needs to leave the premises.
Record what still needs to happen
A handover can involve several people and more than one visit. Suppose the main unit and accessories arrive on Monday, but the agreed setup visit is on Thursday. Record Monday as the delivery date, list what arrived and note who owns the next step. Ask the supplier which date applies to any stated warranty and save the written answer with the invoice.
If an item is missing, give it its own entry with the expected item reference, quantity, supplier contact and agreed follow-up date. Close the entry when the replacement arrives or another resolution is agreed. This leaves a clear record for colleagues who were absent on delivery day.
Keep a one-page record for each machine
- Machine model, serial number and invoice or purchase order reference.
- Delivery date and a list of supplied accessories.
- Location of the manufacturer's documentation.
- Setup or training dates and contacts where these were agreed.
- Warranty reference, applicable dates and instructions for contacting support.
- Open handover items, who is following up and the next date to check.
Use this record when contacting the supplier about a concern. Include the machine reference, a short description and when the issue was first noticed. Follow any documentation requirements the supplier has provided for that specific order.
For an existing IBS Traders order, have the invoice or quotation reference and exact machine model ready when you contact the team.