RFQ and technical handoffs
Purchase Order Amendments: Separate the Request from the Agreed Change
An order amendment should show the original order reference, affected lines, requested change and the parties’ recorded response. Keep a request separate from an agreed amendment, including any proposed consequence for quantity, price or timing. Do not assume that sending a revised spreadsheet changes an already released order.
For buyers changing released apparel order quantities or commercial terms.
Anchor the request to the released order
Name the order number and revision, then show the existing value beside the proposed value for every affected line. Identify the reason and requester without replacing the original order record. If the amendment concerns quantity, clarify whether the change refers to garments, sets or another agreed unit. A technical-file revision may be linked, but it is not the commercial amendment itself.
Ask for consequences rather than predicting them
Request the supplier’s response on work or materials already committed and any proposed change to the quotation or delivery plan. Keep confirmed effects separate from estimates and unanswered questions. Do not promise that a late reduction will be accepted or that an increase can use the original timing. Route open commercial issues to the responsible approver before instructions reach packing or production.
Release one acknowledged amendment and retain the history
Record who approved the change, which response was accepted and when the updated order becomes the working instruction. Provide the released version to affected teams and identify superseded copies. If the parties do not agree, mark the request unresolved and refer to the applicable agreement for next steps. Do not erase the request merely because it was rejected; it explains why two circulated quantities may differ.
Decision and evidence checklist
| Decision | Include in the brief | Review evidence |
|---|---|---|
| Request | Order/revision, affected lines and old/new values | Amendment request record |
| Response | Proposed commercial consequences and open points | Supplier response and buyer review |
| Release | Accepted version, approvers and recipients | Acknowledged amendment history |
What this brief does and does not establish
No right to cancel or alter an order is established here. Actual obligations, fees, timing and acceptance depend on the relevant agreement and recorded response.
Send MyOwnWear the original order reference and line-by-line amendment request; ask for a written response before circulating a revised production quantity. Open the MyOwnWear RFQ form.
Buyer questions
Does a revised file automatically amend an order?
Do not rely on that assumption. Use the acceptance and amendment process agreed by the parties.
Is this the same as a tech-pack change log?
No. A tech-pack log controls technical instructions; this record controls the requested and agreed commercial order change.
What happens when an amendment is rejected?
Keep its status and response visible, then follow the applicable agreement rather than treating the request as a new instruction.