Heading out for a summer break as a floral buyer? Here’s your ultimate handover summer break checklist!
Summer break is the perfect time to recharge. Whether you're heading to the beach, the mountains, or simply your backyard, some well-deserved time off is always welcome. But if you’re a buyer in the floral industry, taking time off can feel stressful. You're dealing with live products, tight schedules, international suppliers, and fast-changing market demands. That’s a lot to walk away from—even temporarily. That’s why at Holex Flower, we’ve created a practical summer break checklist to help you transfer your responsibilities smoothly before heading out on vacation. With this guide, you can ensure everything keeps running while you’re away—and enjoy your break worry-free!
Why a proper handover is essential in the floral business
The floral industry doesn’t stop in the summer. Products are fresh and time-sensitive, supply and demand can shift quickly, and weather or logistics disruptions are common. Buyers are at the heart of the operation—balancing availability, price, quality, and timing.
A well-prepared handover ensures that:
- Orders are followed through as expected;
- Suppliers stay informed;
- Your colleague can handle exceptions;
- There are no unnecessary delays or mistakes;
- Customer satisfaction remains high.
And best of all? You’ll be able to fully disconnect and relax—exactly as a summer vacation should be.
The ultimate handover summer break checklist for floral buyers
To help you get organized, we’ve summarized the 10 most important things to hand over before you go. Feel free to copy this into your own checklist or planning document.
1. Outstanding orders
Provide a clear overview of all pending and scheduled orders, including:
- Delivery dates
- Product types
- Quantities
- Supplier details
This helps your colleague stay on top of arrivals and any follow-up actions needed.
2. Supplier contacts
List relevant contact information for:
- Growers
- Transport companies
- Online platforms
- Your Holex account managers
Add notes on preferred contacts, time zones, or any recent issues to watch out for.
3. Purchasing schedule and peak periods
Share the key moments in your procurement calendar:
- When certain products need to be ordered
- Upcoming seasonal peaks or holidays
- Current market trends (e.g., color themes or event-driven demand)
Be sure to mention any expected delays or limited availability due to summer conditions.
4. Webshop access & login details
Provide access (via a secure password manager if possible) to key platforms like:
- Holex.com
- Other supplier portals
Include quick tips for navigating each site and placing orders efficiently.
5. Supplier promotions & staying up to date
Make sure you (and your backup colleague) are:
- Subscribed to the Holex newsletter
- Subscribed to promotional emails like Dutch Direct Deals
Summer break checklist pro tip: Make sure you and your colleague follow @flowersfromholland on Instagram to stay inspired and get updates on unique summer products, new arrivals, and floral trends. It's a quick and easy way to spot great opportunities while staying in the loop—even when you're away from your desk!
6. Inventory levels & thresholds
Define the minimum and maximum stock levels per category:
- Cut flowers
- Foliage
- Packaging or supplies
Highlight any fast-moving items or stock that needs close monitoring.
7. Open complaints or returns
If there are unresolved quality issues or return cases, give a brief update:
- Supplier involved
- Current status and next steps
- Agreed resolutions or deadlines
That way, your colleague knows what to follow up on and who to contact.
8. Customer-specific requests or pre-orders
List any custom arrangements with key customers, such as:
- Pre-booked products
- Weekly recurring orders
- Special packaging or delivery requirements
This helps avoid surprises and keeps customers happy in your absence.
9. Budget and purchasing limits
Clarify:
- Available budget
- Spending limits per supplier or order
- Approval process (if your colleague needs sign-off)
This prevents overordering and keeps procurement in line with expectations.
10. Internal tools & systems
Provide access and short instructions for any tools you use, such as:
- ERP or order management system
- Inventory tracking spreadsheets
- Internal planning files
A simple how-to or screenshot can go a long way, especially for less experienced colleagues.
Pro tip: Don’t wait until the last minute!
The best handovers happen when you prepare in advance. Schedule time to walk your colleague through the summer break checklist, allow room for questions, and give them time to get familiar with your tasks. This not only ensures continuity during your time off—it also strengthens teamwork and communication within your company.
You take care of your break - we’ll take care of the flowers
At Holex Flower, we understand how fast-paced and demanding your job as a buyer can be. Whether you’re sourcing for an importing company, a cash & carry or for mass market supply—the business keeps moving. But that doesn’t mean you can’t slow down for a while. With the right handover, your operations continue smoothly while you enjoy your vacation. You’ll return refreshed, with everything in order and ready for the next busy season. Have a great summer!
