The essentials
Keep requested and proposed quantities separate. For every short line, agree whether to remove the missing quantity, review an alternative or wait for a later shipment. Confirm the effect on price, packing and shipment before proceeding.
THE PROCESS
Work through the details
Review each line.
Ask for an item-level response showing the requested quantity, proposed quantity, unit and unresolved supply questions. A partial response is not confirmation of the whole order.
Choose how to handle missing items.
Record the buyer’s decision on removal, a proposed alternative or later shipment. Do not apply one decision to every affected line unless that is explicitly agreed.
Check the effect on the order.
Clarify changes to price, minimum quantities, timing, packing and freight. Ask for an updated quotation when the scope changes.
Confirm the revised list.
Keep the approved version identifiable and ensure both sides use the same item IDs and quantities. Carry unresolved lines separately rather than silently deleting them.
PUT IT INTO PRACTICE
Example format
Use consistent identifiers so each line is easy to follow.
| Item | Requested | Proposed | Decision | Still to confirm |
|---|---|---|---|---|
| 01 | 20 sets | 12 sets | Buyer to choose: partial or wait | Timing and freight impact |
| 02 | 30 pieces | To confirm | No alternative approved | Specification and availability |
FINAL CHECK
Before you send your request
Tick each item as you review. Checks stay on this page until you leave.
NEED TO KNOW
Common questions
Will a missing item automatically be substituted?
A proposed alternative should be reviewed and agreed before it replaces the requested item.
Can a mixed list contain several brands?
You can submit several brands in one request. Supply arrangements and order terms depend on the actual items.
Put your list to work.
Send your references, quantities and open questions to our sourcing team.
