# Proof of Delivery and the Order Chat: Protect Yourself on Every Order

When something goes wrong, the person with records wins the conversation. Proof of delivery and the order chat give you those records.

**Quick answer:** Use the order chat to ask questions and record agreements, and keep proof of delivery for every order. They protect you in any dispute.

## The order chat

Ask, confirm and record changes in the chat attached to the order, not on random phone calls.

## Proof of delivery

Delivery confirmation. Photos of packed goods. Time and date.

## When disputes happen

Point to the chat and the proof. Keep the tone calm and factual.

## Statements

Match your statement to your records; see reconciling statements .

## What to record on every order

Date and time of delivery. Who received the goods, if shown. Quantity delivered. Photos of the packed goods and any damage. Any change agreed in the order chat.

## Disputes: stay calm, stay factual

When a problem arises, quote the order number, state what was agreed, state what happened and attach your evidence. Avoid blame and emotion. Offer a sensible fix, such as replacing a defective item. Most disputes end quickly when both sides can see the same facts.

## Write messages that settle things

Start with the order number. State one question or fact per message. Attach a photo when it helps. Confirm agreements in writing. Keep a polite, factual tone.

## Why records protect you

Memory fades and phone calls are forgotten. A short written record in the order chat makes it easy to show what was agreed, what was delivered and when. When a problem arises weeks later, you will be glad you wrote things down.

## A typical scenario

A vendor questions a quantity in the chat, receives a clear reply and delivers the right amount, so there is no later dispute. Illustrative example based on common cases, not a named vendor.

## Common mistakes

Agreeing changes by phone only. No photos. Slow replies.

## Quick checklist

Use the chat. Keep proof. Reply fast.

## FAQ

**Is the chat private?** It is between you and Qyvea.

**Can I attach photos?** Use the options on the order page.

**How long are records kept?** Keep your own copies too.

**Who answers the chat?** Qyvea staff.

Sign up free: https://qyvea.co.ke/vendor?signup=1