Procedures for Processing Book Orders
q Check arrives, endorse, and make a
photocopy. If an email address is included, send a
message that the order was received, and provide details such as “the order is
being processed” or “the book is on back order—do you want to wait or prefer a
refund.”
q Update the automated Address Book for
this title in your computer. This allows for easy address
application to labels, correspondence, and brochures.
q Address and print “Thank you for buying
the book” letter.
q Update List of Buyers.
q Update Promotional List of Buyers.
This list may include the names and business of prestigious buyers for use in
marketing.
q Address and print mailing label for
Priority, Federal Express, or regular mail. Apply the
label to the package.
q Print receipt for
the purchase or an invoice if prepayment is not required.
q Address and print additional brochures
for the buyer. Include a book brochure and a brochure for
Chatgris Press. These brochures often are handed to others for buying their
book.
q Print “List of Reprints.”
q Paperclip together the
business card, “Thank you for buying the book” letter, List of Reprints,
receipt, and brochures. Place on top of the book but separate with a blank
sheet of paper to keep the paperclip from scratching the cover.
q Apply
supplement label to inside back cover of book if a
supplement to the book, such as a compact disc, is available but was not
purchased. If the supplement was purchased, ensure that it is attached to the
book or included in the mailing.
q Insert a postcard survey.
This shows that you care about evaluations from the reader, and it offers you
valuable advice and recommendations for future editions. You can apply post
card postage if you want, but individuals in larger companies simply complete
the card and put it in the outgoing mail basket to be metered in the mailroom.
There is a feeling, however, that by applying a stamp you are more likely to
receive a reply as people have an unconscious desire not to waste postage. This
may or may not be true.
q Put the book and materials in cardboard
envelope (for Priority or Express Mail or FedEx) and
place this in the addressed paper/poly envelope for extra protection. Apply the
proper postage such as a $3.50 stamp for Priority Mail, write in the buyer’s
FedEx account number, or apply the proper book rate postage for regular mail.
When in doubt of the postage amount, take it to the Post Office and weigh the
package.
q Email
buyer to notify that the order was filled and mailed.
q Take the book to the Post Office or FedEx
office and mail it. Keep in mind that packages
reaching a certain weight must be handed to someone.
q Update the financial accounting software
record, such as MS Money or Quicken, to include both
income from the book and the payment for postage.
q “Staple together for your records the completed
order form, a photocopy of the check, a photocopy of the “Thank you for buying
the book” letter for date verification, the envelope in which the order was
received for date verification on the postmark, and the FedEx shipper’s copy if
this was the method of shipment.
q “Deposit the check into your publisher’s
business bank account.