1. Record the request

Save the retailer's original request, reference number, received date, response deadline, and account contact.Record the UPC or ASIN, variant, pack count, affected dates, units sold, currency, and total amount requested.Obtain the calculation: price basis, price gap or margin rate, eligible units, adjustments, and assumptions.Recalculate the amount using the retailer's stated method; identify missing inputs and the dates or amounts requiring review.

2. Preserve the observed listings

Save the retailer listing and each likely source offer: original URL, screenshot, observed price, capture date, time, and time zone.Record seller identity, fulfillment details, stock status, delivery location used, and visible shipping charges.Record coupon, membership, subscription, minimum-quantity, and other conditions needed to obtain the displayed price.Keep the original captures with the evidence packet; a live URL alone may change after your review.

3. Check whether the products are comparable

Compare brand, range, UPC or other identifiers, size, formulation, condition, and variant.Record pack count, net contents, and every included kit or bundle component for both offers.For comparable products, show price divided by count or quantity using the same unit; record whether shipping and discounts are included.Document material differences explicitly. If products are not comparable, explain why rather than relying on unit price alone.

4. Build the timeline

Collect dated observations before the drop, during the requested period, and after any relevant promotion ended.Confirm planned promotion dates and funding with the account team that arranged them.Check observed prices after the scheduled end date; the planned end alone does not establish that the lower offer disappeared.Label observation gaps and cadence. Price checks show prices at specific times, not the price of every sale.

5. Reconcile the account records

Attach relevant funding agreements, promotion approvals, and account correspondence for the same product and period.Identify funding, credits, or deductions already applied and ask how they were included in the request.Keep listing observations separate from your sales records and the retailer's calculation; document unresolved differences.Assign an account owner and the appropriate internal reviewer for the proposed response.

6. Prepare the response and packet

Summarize confirmed observations, possible explanations, unknowns, and the exact dates or amounts you question.Ask which competing offer, if any, supported the reduction; a likely source listing does not confirm the retailer's pricing decision.Number the attachments and connect each statement to a dated screenshot, calculation, promotion record, or agreement.Record the response, owner, next follow-up date, and retailer's explanation before deciding how to resolve the request.

Keep the conclusions tied to the evidence.

A listing can help explain a price drop without proving the retailer’s decision. Your account agreement and the retailer’s calculation still need review. Price Oversight gathers likely source listings, screenshots, and comparison details; your team supplies its account records and handles the retailer discussion.

Source: https://priceoversight.com/resources/retailer-margin-request-evidence-checklist