Owner Registration Cards Procedures

The following will assist you in properly completing and returning Owner Registration Cards (“Registration Card(s)”). It also includes important information relating to ensuring Kirby’s timely recognition of your Registration Cards.

COMPLETING THE REGISTRATION CARD
Accurately and neatly complete the entire Registration Card while in the customer’s home. Included is a detailed description of each field that you need to fill out.

REGISTRATION CARD
Kirby needs to collect accurate Registration Cards to fulfill its obligations under the Warranty, Rebuild Plan and Fire Protection Plan it extends to owners of Kirby cleaning systems.  Accordingly, you are required to submit certain information to allow Kirby to fulfill these obligations.

Distributors must report only complete sales of cleaning systems to Kirby’s Gold Service Record Department (“GSR”). “Complete” sales are those which the Distributor: has received any necessary approval from the bank or finance company if applicable; has been paid in full in cash or by credit card; and on which the buyer’s right to cancel has elapsed.

Distributors are required to accurately and clearly disclose to each potential customer prior to any purchase whether the unit being sold was subject to prior demonstration(s) and/or sale(s).  For example, if the unit was previously sold but the purchaser canceled the sale within the purchaser’s cancellation period, if financing was not approved, or if the unit was returned under the Golden Ager Policy, the distributor is responsible for ensuring that his or her sales person discloses the fact that the unit was previously sold. Similarly, if the unit was previously demonstrated to a prospective buyer, the dealer must so inform the customer.

Additional Registration Cards are available per your request as an S.P. Item #780210 from the Distributor Service Center by calling 1-800-321-6774 or e-mailing to CSC-CDROM@KIRBYWHQ.COM.  Replacement Registration Cards are identical to the card you received in the box with the unit but without the pre-printed serial number.  You must supply the serial number on the replacement Registration Card.

Registration Card Check List
Name	Description
Distributor Number	Distributor’s 5-digit account number
Serial Number	Ten digit serial number of the Kirby cleaning system
Email Address	Purchaser’s E-mail address
Title	Ms., Mrs. or Mr.
Name	First name, middle initial and last name
Address	Street address
City, State and Zip Code	City, state and zip Code
Age Group	Have customer mark the appropriate box for their age and initial.
Phone Number	Phone number
Date Of Purchase	Enter month, day and year of delivery
Purchaser’s Signature	The purchaser must sign the Registration Card.
Social Security Number	Enter the last 4 digits of the dealer’s social security number. This MUST be filled in prior to sending in, but should not be indicated on the customer copy of the Registration Card.
Distributor Trainee’s Account Number	Enter the 5-digit Distributor Trainee’s Account number if the corresponding signature is present.
Salesperson’s Signature	The salesperson MUST sign the Registration Card.
Distributor Trainee’s Signature	All Registration Cards processed through the Distributor Trainee’s office MUST have the appropriate signature on this line.
Distributor’s Signature	All records MUST be signed by the Distributor.

Registration Card Receipt

• Distributors must include a receipt with each batch of cards he or she submits to Kirby for processing. A copy of the receipt is attached (“GSR Card Receipt”). Please complete the first line (number of cards sent in by Distributor) on the Receipt, initial that the information is accurate, and retain the Distributor copy for your records.
• When Kirby receives a batch of cards, Kirby will count them and complete the second line (number of cards received at Kirby World Headquarters) on the Receipt. Kirby will retain the Kirby World Headquarters copy of the Receipt.
• If a discrepancy occurs between the two counts, the Distributor must check his or her Registration Reconciliation for a detailed listing of each serial number received and processed. For more information, see the GSR Reconciliation Section below.

Registration Card Cut-Off Date
Only Registration Cards post-marked on or before the 10^th of the month and which Kirby receives at Kirby World Headquarters NO LATER THAN the 15^th of the month are counted in the current month. Any Registration Cards received after either of these dates will count in the following month.

Kirby suggests sending your Registration Cards to Kirby World Headquarters more than once a month. Mailing Registration Cards semi-monthly will help insure proper credit and also protect against delay of shipments.

GSR Reconciliation
The GSR Reconciliation is a detailed listing of the serial number appearing on each of the Registration Cards submitted for processing. The GSR Reconciliation also indicates whether or not Kirby credited you on each serial number or what errors existed with respect to the Registration Card for a particular serial number. Most of the “no-credit” errors that occur are easily correctable and Kirby will recognize the Registration Card in the next month’s reconciliation.

Listed below are examples of common errors and what is needed to correct them.