Planning your order

Supplier proposes a substitute: define what you approve

Compare the proposed component with the approved one, identify affected orders and quantities, and make the permission specific before preparation resumes.

By Jeton Express

11 October 20263 min read

In this article

Treat a proposed change as a new decision

Start reviewing a supplier’s proposed substitution by stating exactly what would change. Keep the original approved component, specification and purpose visible. Ask whether the proposal concerns material, finish, size, brand, quantity or another attribute, and whether any work has already used it. “Updated design” or “equivalent part” does not explain the difference.

Separate the reason for the proposal from permission to use it. Unavailability can be a reason to consider another component, but it does not establish suitability. Agree which preparation is paused while the proposal is reviewed and who needs the answer. If the original plan remains feasible, keep it as an option rather than allowing the proposed replacement to become the default.

Compare differences that matter to the product

Put the original and candidate references side by side. Compare known material, dimensions, attachment or assembly method, visible finish and quantity per finished item. Identify which differences could affect fit, appearance, packing or information given to the buyer. Mark unsupported statements as questions for the supplier instead of copying them into an approval.

QIMA’s checklist guidance separates dimensions, function, appearance and packaging. Use those categories to define the relevant review for this change. A photo may show colour but not prove composition or performance. Ask who can carry out any needed assessment and what evidence is available. Avoid asking a warehouse appearance check to answer a material or functional question it cannot resolve.

Test the decision with two possible alternatives

Imagine a hypothetical batch of 80 gift pouches approved with a 2 mm cotton drawcord. The supplier reports that the cord is unavailable and offers C-B, a 3 mm cotton cord, or C-C, a 2 mm polyester cord.

C-B retains the stated material but changes diameter, so check passage through the pouch channel and the agreed closing arrangement. C-C has the same nominal diameter but changes material; do not describe it as cotton because it looks similar. Compare the complete pouch, required evidence and buyer-facing description before choosing. An unchanged unit count does not make either candidate an unchanged product.

Say exactly what the approval covers

If a candidate is accepted, name its reference, the affected product or order lines, quantity and version. State whether permission covers this batch only or another explicitly agreed scope. Keep unrelated orders on their current instructions. A message saying “fine, use that” can otherwise become permission for different parts or later batches.

Etsy requires accurate representation of components and materials in listings. The seller should review what each buyer purchased and whether the proposed change needs an explicit buyer discussion before release. Record the agreed outcome. Supplier or warehouse sign-off concerns the specified preparation; it should not be treated as completing every buyer-facing decision or replacing the original commitments.

Replace the old working instruction without losing its reference

Once the decision is complete, give the preparation team a current instruction that identifies the accepted component and approved scope. Mark the earlier working version superseded for those units while preserving its reference. Confirm how the team distinguishes remaining original stock, candidate stock and any pieces prepared before the decision.

Before release, match the prepared units to the authorised version and agreed review results. If the candidate fails a required check or the decision changes, identify the units already affected before reverting to another plan. Keep the open question, owner and next action clear. Prepare the original reference, candidate details and affected quantities for review so the conversation can reach a specific decision.

Your next decision

Approve a named component for a defined product, quantity and version. Confirm buyer-facing implications and replace the working instruction before release.

Sources & further reading

Official references support the points identified below. Examples in this article illustrate planning decisions; they are not customer case studies.

QIMA — Product Inspection Checklists
Separates dimensions, functionality, appearance and packaging; review scope still depends on the actual product and change.
Etsy — Seller Policy
Requires accurate component and material descriptions; the proposed approval record does not replace buyer-facing commitments.