Bulk Order Verification Policy
Effective Date: January 23, 2026
Last Updated: January 23, 2026
1. Purpose
This Bulk Order Verification Policy ("Policy") establishes the procedures and requirements for processing high-value and bulk orders placed with Prime Grill Shop. The purpose of this Policy is to protect Prime Grill Shop from fraudulent transactions, procurement scams, and financial losses while maintaining our commitment to exceptional customer service.
2. Scope
This Policy applies to:
- Any single order with a total value of $10,000 or more
- Any order containing more than five (5) units of the same item
- Any order requesting Net payment terms (payment after delivery)
- Any order requesting shipment to an address different from the billing address
- Any order from a new customer representing a business, government agency, or institution
3. Definitions
"Bulk Order" refers to any order exceeding $10,000 or consisting of more than five (5) units of the same item.
"Net Terms" refers to any payment arrangement where the customer requests to pay after delivery of goods (e.g., Net 10, Net 30, Net 60).
"New Customer" refers to any individual or entity that has not previously completed a verified and paid transaction with Prime Grill Shop.
"Established Customer" refers to any individual or entity that has completed at least three (3) verified and paid transactions with Prime Grill Shop over a minimum period of six (6) months with no history of chargebacks, disputes, or payment issues.
4. Payment Requirements
4.1 First-Time Bulk Orders
All first-time Bulk Orders require 100% payment upfront before the order is processed or shipped. Acceptable payment methods for first-time Bulk Orders are:
- Wire Transfer
- ACH
Credit cards and Net Terms are strictly prohibited for initial orders over $10,000.
4.2 Returning Customers and Net Terms
Net Terms may only be considered for returning customers after:
- Completion and approval of a formal Credit Application
- Provision of at least three (3) verifiable trade references
- A satisfactory credit check and/or trade reference check results
- A signed Credit Agreement outlining payment terms, late fees, and collection procedures
Net Terms, if approved, shall not exceed Net 30 days and are subject to a credit limit determined at the sole discretion of Prime Grill Shop.
5. Verification Procedures
All Bulk Orders are subject to the following verification procedures before processing:
5.1 Mandatory Verification Steps
- Domain Check: Emails must originate from a verified corporate domain (e.g., @company.com). Third-party or look-alike domains (e.g., @company-sales.com) will be rejected.
- Direct Contact: A verification call must be placed to the company's official headquarters via a number found on their official website, not the number provided in the email signature.
- Identity Verification: The requester's identity must be cross-referenced with professional profiles (e.g., LinkedIn).
5.2 Company and Order Verification
- Verify the company's legal existence through official state business registries
- Verify the physical business address using mapping services and public records
- Confirm shipping address matches the company's known business locations
- Verify the legitimacy of the intended use for the products
6. Red Flags and Warning Signs
Prime Grill Shop personnel shall treat the following as indicators of potential fraud requiring enhanced scrutiny or order rejection:
- Requests for Net Terms from New Customers
- Email domains that do not match the company's official website domain, including third-party or look-alike domains
- Urgency or pressure to process the order quickly
- Reluctance to provide verification information or complete credit applications
- Requests to change shipping addresses after order placement
- Communication inconsistencies (e.g., grammar issues, generic greetings, mismatched signatures)
- Phone numbers that do not connect to the claimed organization
- Orders significantly larger than typical customer purchases
- Requests from companies or individuals previously flagged for fraudulent activity
- Requests to ship to residential addresses or third-party logistics (3PL) warehouses for business orders
7. Order Rejection and Cancellation
Prime Grill Shop reserves the right to reject, cancel, or delay any Bulk Order that:
- Fails to meet the verification requirements outlined in this Policy
- Exhibits one or more red flags identified in Section 6
- Cannot be verified through independent research
- Involves a customer who refuses to comply with payment or verification requirements
- Fails any stage of the verification process
In the event of order rejection, Prime Grill Shop will notify the customer of the decision. Prime Grill Shop is under no obligation to disclose the specific reasons for rejection.
8. Documentation and Record Keeping
All Bulk Order verification activities shall be documented and retained for a minimum of three (3) years, including:
- Copies of all correspondence with the customer
- Verification checklists and notes
- Credit applications and supporting documents
- Payment records and confirmations
9. Reporting Suspected Fraud
If Prime Grill Shop personnel identify a suspected fraudulent inquiry or attempted scam, the following steps shall be taken:
- Do not respond to further communications from the suspected fraudster
- Document all details of the attempted fraud
- Report the incident to the Federal Trade Commission (FTC) at https://reportfraud.ftc.gov
- Report the incident to the FBI's Internet Crime Complaint Center (IC3) at https://www.ic3.gov
- Notify relevant industry associations or fraud prevention networks as appropriate
10. Policy Review and Updates
This Policy shall be reviewed annually and updated as necessary to address emerging fraud trends and business needs. All Prime Grill Shop personnel involved in order processing shall be trained on this Policy and any subsequent updates.
11. Contact Information
For questions regarding this Policy or to submit a Bulk Order inquiry, please contact:
Prime Grill Shop
Website: https://primegrillshop.com
Email: [Insert Official Email]
Phone: [Insert Official Phone Number]
Approved By:
Chad Franzen
Chief Executive Officer
Prime Grill Shop
Date: January 23, 2026
This Policy is for internal use and customer reference. Prime Grill Shop reserves the right to modify this Policy at any time without prior notice.