Electronics Trade-In Device Processing Audit

Inspection template for auditing electronics trade-in processing, including intake documentation, condition grading accuracy, data wipe verification, valuation system entry, and customer receipt issuance.

Audit Setup and Trade-In Scope

• Audit scope and sample size documented
  Record the date range, store or site, number of trade-ins reviewed, and any exclusions from the sample.
• Trade-in program SOP or processing guide available at site
  Current site procedure is available to staff and matches the workflow being audited.
• Inspector verified device categories in scope
  Select the device categories reviewed during this audit.
• Chain-of-custody handoff point identified
  The point where the device transfers from customer intake to processing is clearly defined and followed.

Device Intake and Identification Accuracy

• Device serial number or IMEI captured accurately
  Serial number, IMEI, or other unique identifier is recorded without transcription errors and matches the device reviewed.
• Customer account or trade-in reference matched to device
  The device is linked to the correct customer record and trade-in transaction number.
• Visible device model and storage configuration recorded
  Model, color, storage capacity, and other identifying attributes are recorded where required by the program.
• Intake condition notes complete and legible
  Assess whether intake notes clearly document pre-existing damage, missing parts, activation status, and visible defects.
• Missing accessories or components documented
  Charger, stylus, SIM tray, battery cover, or other missing items are documented when applicable.

Condition Grading Accuracy

• Assigned grade matches visible cosmetic condition
  Rate the accuracy of the grade assignment against the device's actual screen, housing, ports, and overall cosmetic condition.
• Functional test results support assigned grade
  Power, touch response, buttons, cameras, audio, charging, and connectivity checks support the grade assigned.
• Cracks, liquid damage, or missing parts correctly downgraded
  Obvious defects that affect value are reflected in the final grade and valuation.
• Grading criteria applied consistently across sample
  Assess whether similar devices were graded consistently by the site team.

Data Wipe Verification and Security

• Data wipe or factory reset completion documented
  A wipe, reset, or equivalent data sanitization step is documented for the device.
• Wipe verification method recorded
  Select the method used to verify data removal.
• Activation lock, account lock, or remote management status cleared
  Device is confirmed free of customer-linked locks or management profiles before processing continues.
• Wipe evidence retained in transaction record
  Wipe confirmation, certificate, screenshot, or log reference is attached to the trade-in record where required.
• Escalation path used for failed or incomplete wipes
  Devices that could not be verified as wiped were placed on hold and escalated according to procedure.

Valuation System Entry and Payout Accuracy

• Final valuation entered correctly in system
  The final trade-in value in the system matches the approved grade, model, and condition inputs.
• Price adjustment or exception approved and documented
  Any manual override, exception, or adjustment has documented approval and reason.
• Payout method matches transaction record
  Cash, store credit, gift card, or account credit matches the selected payout method in the system.
• Valuation discrepancy amount
  Enter the dollar amount difference between expected and recorded valuation, if any.

Customer Receipt and Close-Out

• Customer receipt issued with required details
  Receipt includes device identifier, grade, valuation, payout method, date, and transaction reference as required.
• Customer copy or digital receipt delivered
  A receipt was provided to the customer in the required format.
• Open issues or corrective actions logged
  Document any non-conformances, missing evidence, or follow-up actions required after the audit.