Dealer Handover
Sauna dealer handover packet for showrooms and builders
A dealer handover packet helps the customer, installer, and service team understand what was sold, what was delivered, how it should be installed, and how future support should be handled.
Handover turns a sale into a usable file.
A showroom sale can fail later if the buyer only receives a model name and a price. The dealer needs a packet that connects the product page, drawing, material choice, heater, accessories, packing, installation, and warranty pathway.
Use this packet for dealer showrooms, builders, outdoor projects, private-label programs, and repeated distributor models.
1. Customer handover contents
The customer packet should be clear without overwhelming the buyer.
| Packet item | What it includes | Why it matters | Owner |
|---|---|---|---|
| Model summary | Model code, product link, size, capacity | Confirms what was sold | Dealer sales |
| Option sheet | Wood, heater, glass, roof, accessories | Prevents option disputes | Dealer and buyer |
| Installation guide | Site readiness, base, power, clearance | Helps installer prepare | Dealer installer |
| Maintenance note | Cleaning, ventilation, wood care, heater care | Protects product and experience | Dealer support |
| Accessory list | Included items and optional items | Avoids missing-item confusion | Warehouse |
| Warranty process | Photos, model, order, service contact | Simplifies support | After-sales team |
2. Builder and installer handoff
Builders need practical site information rather than sales copy.
| Topic | Installer needs | Evidence | Risk if missing |
|---|---|---|---|
| Site base | Level, drainage, load, access route | Site photo and measurement | Door or panel misalignment |
| Power | Voltage, phase, heater, controller path | Electrical note | Wrong wiring assumption |
| Door direction | Opening direction and obstruction | Drawing | Wrong-side installation |
| Ventilation | Air inlet/outlet | Layout note | Poor heat circulation |
| Roof/exterior | Roof finish, drainage, exterior protection | Material sheet | Outdoor wear issue |
| Final photos | Installed room and key details | Handover record | Weak future support |
3. Showroom training packet
Dealer staff should have a consistent file for each displayed model.
| Training item | Staff should explain | Support evidence | Use |
|---|---|---|---|
| Product family | Why this model fits certain buyers | Product page | Sales discussion |
| Wood options | Material differences and budget impact | Material photos | Buyer comparison |
| Heater options | Voltage, power, control basics | Heater note | Technical qualification |
| Accessories | Included kit and optional upgrades | Accessory list | Quote clarity |
| Maintenance | Cleaning and service expectations | Maintenance guide | Buyer confidence |
| Warranty | How to report issues | Warranty intake sheet | After-sales support |
4. Handover quality check
Before the dealer closes the delivery, the packet should be reviewed.
| Check | Pass standard | Evidence | Action if missing |
|---|---|---|---|
| Model link | Correct public product page attached | URL in file | Add before handover |
| Option sheet | Wood, heater, glass, accessories confirmed | Approved sheet | Resolve open fields |
| Packing list | Cartons and accessories traceable | Packing note | Check warehouse |
| Photos | Installed or delivered condition captured | Photo folder | Take photos |
| Service contact | Buyer knows how to report issue | Contact note | Add service process |
| Dealer signoff | Staff and buyer know packet location | Handover record | Confirm ownership |
How buyers should use this file
The file should be kept inside the buyer’s working folder, not treated as a one-time web article. Importers can use it to compare supplier readiness, distributors can turn it into dealer training, and commercial buyers can attach it to project, installation, and service records.
| Buyer role | Use the file for | Fields to keep visible | Next action |
|---|---|---|---|
| Importer | Supplier comparison and order control | Model, material, heater, packing, documents, service owner | Attach to buying file |
| Distributor | Dealer rollout and repeat SKU support | SKU, installed base, spare parts, training owner | Turn into internal checklist |
| Dealer | Customer handover and service follow-up | Product page, drawing, accessory list, warranty notes | Use with each handover |
| Commercial buyer | Hotel, gym, spa, or amenity project coordination | Approved drawing, operator, maintenance owner, evidence record | Attach to project folder |
| Warehouse team | Receiving, labels, carton control, parts storage | Carton count, accessory carton, spare kit, receiving notes | Check before and after shipment |
| Service team | Replacement decisions and recurring issue review | Issue photo, model code, part group, action history | Update case record |
Evidence to keep with the file
Evidence keeps the conversation factual. When a service question appears months later, the team should be able to open one file and see the model, drawing, material, heater, packing, and handover facts.
| Evidence item | What it proves | Who uses it | When to update |
|---|---|---|---|
| Model page | The product family and visual reference selected by the buyer | Buyer, dealer, factory sales | When model family changes |
| Approved drawing | Size, door, glass, bench, heater, ventilation, and accessory positions | Design, installer, project owner | Whenever layout changes |
| Material record | Wood, roof, exterior finish, hardware tone, certificate needs | Buyer and design team | Before visible material is cut |
| Electrical note | Voltage, phase, heater power, controller, and market standard | Importer and electrician | Before heater package is locked |
| Packing file | Carton sequence, accessory carton, spare parts, labels, manuals | Warehouse and buyer | Before shipment |
| Photo record | Packed, received, installed, or serviced condition | Dealer, service team, operator | At every handover or claim |
Review cadence after the first order
The first order should improve the next order. Review what caused extra messages, missing details, or service questions, then update the file before the buyer repeats the model or expands the program.
| Timing | What to review | Evidence to check | Decision |
|---|---|---|---|
| Before production | Model, size, wood, heater, document needs | Approved drawing and option sheet | Lock or revise |
| Before shipment | Cartons, labels, manuals, accessories, spare kit | Packing list and photos | Approve shipment |
| After arrival | Damage, missing items, unclear labels | Receiving photos and notes | Separate logistics issues |
| After installation | Site fit, function, installer questions | Installed photos and test notes | Update installation guidance |
| After first month | Service questions and user feedback | Issue log and maintenance notes | Update support file |
| Before reorder | Slow movers, repeated issues, weak fields | Sales, warehouse, and warranty records | Revise next order |
Strong handover packet
- Model link
- Option sheet
- Installation notes
- Accessory list
- Warranty intake
- Photos
Weak handover packet
- Only a brochure
- No drawing
- No service process
- No accessory list
- No installed photos
Model references used in this guide
Use real model pages as the anchor for the file, for example CSA-01 red cedar barrel sauna, CSA-02 outdoor cube cedar sauna, and CSA-10 backyard sauna cabin.
Factory note
A strong dealer handover packet lowers support friction and makes repeat orders easier because the same product story, technical fields, and service path are reused.
Working note for repeat orders
The first version should be treated as a working file. After the buyer receives, installs, or operates the sauna, update the fields that were unclear: model code, part name, carton label, heater package, material choice, accessory list, service owner, or photo evidence. Open questions should be marked clearly instead of left blank, because blank fields become assumptions.
For repeat orders, keep the same structure and update only the facts. This gives the factory, importer, dealer, and service team a shared language, which is especially important when the buyer expands from sample rooms into a distributor, showroom, commercial, or private-label program.
Responsibility boundaries to confirm
Before the file is used with a buyer, name which party owns each decision. The factory can confirm model structure, material options, packing, and compatible parts. The importer or dealer usually owns local sales promises, site coordination, installer selection, and customer communication. The commercial operator owns daily use, cleaning, staff training, and issue reporting after handover. Writing these boundaries clearly prevents small support questions from turning into unclear responsibility disputes.
For higher-value projects, attach the responsible person’s name or department next to the field. A simple owner column makes the file more useful than a long explanation because everyone can see who must answer before the order, shipment, installation, or replacement step moves forward.
Editable buyer workbook
Dealer handover packet workbook fields
A dealer handover packet should help the showroom, installer, customer-service team, and end buyer speak from the same file. The fields below are the parts CSauna would keep visible before a dealer promotes a repeatable sauna SKU.
| Field group | What to record | Why it matters |
|---|---|---|
| Customer file | Model code, product photos, exterior size, capacity, wood/finish, heater route, voltage, door/glass direction, and included accessories. | Keeps the customer-facing description aligned with the factory product file. |
| Installer file | Foundation note, delivery access, assembly sequence, cable route, heater clearance, ventilation, glass handling, and service access side. | Reduces repeated installation questions after the product leaves the showroom. |
| Showroom script | Who the model fits, common objections, comparison points, material explanation, heater explanation, warranty boundaries, and lead-time note. | Makes different salespeople explain the same SKU consistently. |
| After-sales packet | Spare-parts list, part photo names, warranty terms, service ticket format, claim photos, and escalation contact. | Lets the dealer respond quickly without asking the factory to identify every small part again. |
| Training evidence | Staff trained, training date, model codes reviewed, installation questions raised, and unresolved buyer questions. | Shows whether the dealer is ready to sell the model or still needs support files. |
| Repeat-order review | First-order feedback, missing documents, packaging issue, installation confusion, photo updates, and next-order revision. | Turns dealer feedback into better repeat SKUs instead of one-off complaints. |
For a complete editable dealer handover workbook, ask for the dealer packet sheet and include the target sales channel, model family, and whether the file is for showroom, builder, or distributor teams.
Need an editable dealer handover packet?
Send the model families and dealer workflow. We can prepare an editable handover packet structure for showroom, builder, or distributor teams.