Start with the exact item
A screenshot can lose the size, colour or context of the original listing. Reply with the item name or reference and a link to its current details. Check availability before saying that a piece is reserved.
Keep the first reply focused. Ask the question needed to move the enquiry forward, such as the required size or date. For a bespoke request, establish the garment and intended use before collecting a long list of measurements.
Send one written summary before commitment
Confirm the item or design reference, variation, quantity and agreed amount in GHS. State delivery or collection arrangements and any charge separately. For custom work, include the fitting plan, included work and agreed completion date.
Example message: ‘Please check: [item/reference], [size/colour], [quantity], GHS [item total], plus GHS [agreed delivery charge]. [Collection or delivery plan]. Please confirm these details before we proceed.’ Fill in only details you have actually agreed; this is a message template, not a price offer.
Keep the order record beyond the chat
Record the agreed details in the place your business uses to fulfil orders. If something changes in the conversation, update that record and confirm the revised agreement with the customer. A voice note can help explain a detail; follow it with a short written summary people can refer to later.
Check payment through the actual provider or your order record rather than treating a screenshot as confirmation. Never ask for a customer's PIN, password or one-time verification code. Keep delivery addresses and measurements out of public groups, and get permission before using a conversation as a testimonial.
- The exact item and availability are checked.
- Price, separate charges and fulfilment are written clearly.
- Both sides have confirmed any material change.
- The fulfilment record matches the latest agreement.
Put it to work
Read the final summary as if another person must pack or make the order. If they would have to search the chat for an essential detail, add it to the record.