What the form is for
It does two jobs. It tells you whether to give the customer credit, and how much. And it sets the account up right the first time: the legal name invoices go to, the person who pays them, and every delivery point with its opening hours. Most account problems that turn up months later started as a gap on this form.
How to use it
- Send it before the first delivery on credit. Customers who pay on delivery can skip the credit and reference sections.
- Check the legal entity. A limited company can be looked up free on Companies House, or on the CRO in Ireland. Make sure the registered name matches the form, because that is who owes you.
- Call the references. Ask how long they have supplied the business, the credit limit they give, and whether it pays on time.
- Set a starting limit and a review date. A cautious limit that rises after a few months of on-time payment is easier than one you have to cut.
- File the signed form. It is the customer’s agreement to your terms of trade.
If the applicant is a sole trader or a partnership, the form collects personal data. Tell them how you will use it, including any credit check, and point to your privacy notice. Take advice on the wording if you are unsure.
Trade account application
Please complete every section and return it with a copy of our terms of trade, signed.
1. The business
Business type: ☐ Limited company ☐ Sole trader ☐ Partnership ☐ Other ____________
2. Who we deal with
| Role | Name | Phone | |
|---|---|---|---|
| Orders | |||
| Accounts and payments | |||
| Owner or director |
3. Delivery points
| Delivery address | Postcode / Eircode | Opening hours or delivery window | Access and unloading notes |
|---|---|---|---|
4. Account requested
5. Trade references
Two suppliers who give you credit now.
| Business | Contact | Phone | |
|---|---|---|---|
6. Owners (sole traders and partnerships only)
| Full name | Home address | Postcode / Eircode | Years at address |
|---|---|---|---|
7. Declaration
I confirm the information on this form is correct and that I am authorised to open an account for the business named above. I have read and accept your terms of trade. I understand you may check this information with the references above and with credit reference agencies, and that your privacy notice explains how you use personal data.
Office use only
Gaps to look for when it comes back
- A trading name with no registered name. You need to know who is legally liable for the invoices.
- The same person for orders and payments at a business big enough to have an accounts team. Ask who actually pays.
- References that are not suppliers on credit. An accountant or a friend tells you nothing about how the business pays.
- Delivery points with no opening hours. That gap becomes a failed delivery on the first round.
Once the account is open, the reminder schedule takes over. See our payment reminder letters for the four stages, and delivering over the credit limit for where credit control breaks down.
