Create a reference pack for the repeat order
Keep the previous purchase order, final technical specification and approval record together. Identify the style code and revision, approved measurements, fabric details, trims, logo artwork and packing instructions. If you retained a physical approval sample, label it with its style, colour and approval date. A worn or repeatedly washed garment can still explain construction, but tell the factory how it has been used. Do not silently treat it as an unchanged colour or measurement standard.
Agree how colour will be reviewed
Describe the intended colour using an agreed physical reference or colour standard, and identify which fabric and trim it applies to. A colour name such as navy leaves room for interpretation. Screen photographs can help communicate a concern, but ask the supplier how physical swatches or samples will be compared before approving a new batch. Agree the viewing conditions and acceptance criteria in writing. Do not assume a previous order number guarantees an identical appearance across different material batches.
Separate unchanged specifications from substitutions
Ask whether the original material and trims are available for this order. If a substitute is proposed, request its composition, weight, construction and finish alongside the original specification. Decide which approvals need repeating: a material change may require a new fit or wash review even when the garment pattern stays the same. Treat a different logo method, thread colour or label placement as a recorded change. The buyer should approve the actual replacement rather than a general promise of equivalent quality.
Recalculate quantities by style and colour
Build the reorder from current demand and remaining stock instead of copying the previous size ratio automatically. List quantities for each style and colour, then allocate the four sizes. Our minimum is 100 pieces per style and colour with four mixed sizes. For example, 60 navy shirts and 40 white shirts do not meet a separate 100-piece minimum for each colour. A request for a small replacement quantity therefore needs discussion before the school or retailer commits to its customers.
Confirm the new schedule and approval owner
Request a fresh production estimate based on the style, quantity, material availability and any required sample work. Bulk lead time is calculated for the actual order. Set a date for the buyer to return sample or colour feedback and name the person who can approve changes. If delivery timing is important, distinguish factory completion from transit and arrival. Freight is paid by the customer; obtain shipment details before treating a requested arrival date as confirmed.
Close the handover with a written release
Before authorising production, summarise what stays the same, what changes and which sample or specification controls each item. Record unresolved points rather than allowing them to disappear in email threads. Ask for the agreed inspection or shipment review to refer to that approved version. After delivery, retain the final documents and a clearly identified reference for the next order. This creates a usable reorder history even when the purchasing contact changes.
| Item | Reference to send | Decision to record |
|---|---|---|
| Colour | Approved physical reference for fabric and trims | Review method and acceptance criteria |
| Materials | Original specification and proposed replacement | Accept, reject or sample again |
| Sizing | Measurement chart and new size allocation | Unchanged pattern or revised fit |
| Branding | Approved artwork and placement | Any thread, method or label changes |
| Timing | Required arrival and approval deadlines | Confirmed factory and shipment schedule |
Buyer worksheet
Download and complete the worksheet, then send it with your enquiry. Downloading does not submit your details.