Keeping a promise is a very good aspect to have a good impression on you. This article tells how does promise date help to build up trust. It also gives a few dos and don’ts of promise date.
Promise date is the shipment date committed to by a vendor. In some industries and contracts, the promise date is the date of delivery at the customer site.
It is generally a date given to the customer for the delivery of his/her orders.
It can also be regarded as the date the vendor delivers the shipment and is sincerely maintained by constructing an MPS which keeps a tab on all the approaching promise dates, within a given time fence.
It is usually an assumed date that considers the time required for completing all the processing activities and the time required for the finished product to be available for the customer.
The company also must converse with the customer before deciding the promise date.
How does it help to build-up trust?
- Prompt delivery date by the company shows confidence and transparency in the work. It sends a positive message about the reputation of the company.
- If the customer is kept waiting for a long period without a promised delivery date, they might start to doubt the competency of the firm, even though there has been no delay.
- A good follow-up routine on promise dates that are due or are going to be missed due to some unforeseen situation is important. This way the customer knows that the firm is into the job and has taken full responsibility until the delivery is complete.
- Good customer service is very important and does not go unnoticed.
- Customer satisfaction is also a company policy. A good reputation and positive reviews depend largely on customer feedbacks from on-time deliveries. It boosts the company’s vendor rating.
As the promised delivery date is an important component, it is generally managed by a computer-generated system and is regularly followed up with.
An unmet delivery date needs to be addressed properly, with proper reasons, and the next delivery date. If not, it can result in the customer leaving for some other seller with a more sincere track record.
How do you calculate Promise Date?
Available to promise allows you to calculate dates based on the reservation system. It checks the availability of unreserved items in the inventory.
With the help of this information, a company can easily calculate the promise date.
Capable to promise allows you to check the resource availability like manpower equipment and also raw materials to meet customer orders.
Lead time estimation and Promise date
It is very important to estimate the lead time and find an accurate promise date.
There will be 2 kinds of vendors. One is an idealist and another is a realist. The below image shows the difference between these 2 types of vendor’s estimated lead times.
This image shows two scenarios. When an idealist vendor estimates the promise date, he does not consider the accuracy factor.
For example, assume that the order was placed in 1st week and he estimated the lead time as 4 to 6 weeks.
As he is an optimist or idealist, he adds order placed date, estimated lead time (minimum side of the range), and inbound, outbound transit time. Finally gives the promise date in the 5th week.
When the vendor is a realist, he adds order placed date, estimated lead time(maximum side of the range), supplier accuracy factor, and transit time. Then he gives a promise date in the 8th week.
Few do’s and don’ts of promise date
- Do not assign an arbitrary date, without consulting the lead time required for your system to generate a finished product.
- Always ask the customer for a probable delivery date according to their comfort, before assigning your probable date. Simply inquiring about their convenience is fine.
- Do not forget to follow up on backorders, which should be met with as soon as possible.
- It is no use giving delivery dates one after the other, just to keep the account of your books. It will only give rise to anger and discontent. Try to meet the dates anyhow.
- Keep the proceeding of your company clean. The customer must be informed about the number of business days you require, and under no situation should he/she be given a close date just to impress.
The promised delivery dates must also consider the distance you need to deliver (if you are delivering to their homes), and the lead time required for your vendor to travel.
An on-time delivery also shows how efficiently your system works, which might bring back the customer for another order.