Managing Changes After a Supplier Has Quoted

A change in quantity, finish or delivery sequence can affect more than price. It may change minimum production quantities, sample requirements, packing dimensions or the completion date. Keep a revision process even for a small order so that the buyer and supplier work from the same instructions.

Describe the change precisely

Reference the original quotation and identify only the lines affected. Show the previous requirement beside the new requirement. Ask the supplier to state the effect on price, completed work, materials already purchased and the production schedule. An informal agreement on color should not imply acceptance of a new delivery date.

Release one approved revision

After reviewing the consequences, issue a dated acceptance of the revised offer and drawings. Identify which earlier documents are superseded. Make sure the person responsible for production has received the change, not only the salesperson who answered the message.

Keep these records

• Change request and reason.
• Supplier response showing cost and schedule effects.
• Buyer approval or rejection.
• Updated specification, sample reference and packing list where relevant.

If work has already started, ask for evidence of the current stage before agreeing cancellation or rework charges. A clear record helps distinguish a buyer-requested variation from correction of a supplier's departure from the agreed specification.