When the contracts team receive a new contract (Form) there are various checks that need to be carried out to ensure that the form is correct and can be processed. 



Best Practice

  • DO NOT APPROVE A CONTRACT UNTIL YOU HAVE FULLY CHECKED IT & UNDERSTAND THE CONTENTS.
  • When processing contracts we need to make sure they are signed correctly, these are legally binding contracts allowing us to take money from our customers. If they aren’t correct, we can be questioned when it comes to taking money.
  • Please call AM/TAM to explain rejection at point of rejecting (leave a voicemail if no answer). This is particularly important when explaining offers that have been applied incorrectly so that forms are not done wrong again and again!
  • Use your common sense, if the form is supposed to be sign by Jonathan Smith but has been signed ‘Jon Smith’ I would accept this. Do not accept first names only or initials.
  • If the form contains only free products there will be no signature as we do not need to request authorisation to take money from the customer,
  • If you are ever unsure on whether to accept a signature or not ask a member of the team to double check for you.


Position in organisation 

  • When accepting forms we need to make sure that not only are they signed by the correct person, but that the person signing is an overall authorising contact.
  • The things you are looking for are a long the lines of ‘director’ ‘partner’ ‘Managing Director (MD)’ ‘Financial director’.
  • Again it is important to use your common sense, if something is signed by a ‘sales negotiator’ consider that they may not be who we have listed as a company decision maker and therefore the contract may not be legitimate. You can check on BIR to see if they have signed forms before.
  • If you are concerned, contact the Account Manager who has sent in the form, they will be able to offer insight, and should you need to reject the contract you will be able to make them aware there and then.



Additional Product Forms


What to look out for?  



Product Cancellation Forms 


What to look out for?



Change of Package forms 


What to look out for? 


Change of Service forms 


What to look out for? 



New Joiner forms 


What to look out for? 


Other things to be aware of -

  • Are they a rejoiner? Always check in BIR to see if they have been on before and do not owe any money. If you are unsure you can check with credit control or a member of the team.
  • Look out to see if   there are any tickets that correlate to this form from the AM as this may be further information if this was to be a change of ownership.
  • If you search company name first in Site Admin and see if there are a lot of branches, it is possible it could be a franchise to which it will be a change of ownership. – Please ask within the team for further help.


Additional Branch Form 


What to look out for? 



Change of Ownership form 


What to look out for?