An order-confirmation request turns a draft purchase intent into a working record. At this stage you want facts you can compare across suppliers, confirm internally, and use to decide whether to issue a purchase order, approve a sample, or change the schedule. The confirmation should be precise enough that each open item has an owner, a deadline, and an agreed next step.

Product specification and identification

Ask the supplier to list the exact item identifiers you will use: SKU or internal code, manufacturer part number if any, and any supplier part number. Include a short, unambiguous product name plus the technical specification summary: materials, dimensions with units and tolerances, net weight, finish, color codes, and any critical assembly details. Where a drawing or tech pack exists, reference the file name and version and attach it to the confirmation.

If the product uses artwork, labels, or print files, require the supplier to confirm the exact file versions, color standards, and proof approval steps. Specify which side of the product or packaging the artwork applies to and whether the supplier will provide a digital pre-production proof. When components are sourced by the supplier, ask them to list the critical subcomponents and whether those subcomponents are identical to the samples already approved.

Quantity, unit counts, and acceptable tolerances

State the ordered quantity and how it is measured: finished units, inner packs, or carton counts. Ask the supplier to confirm minimum packing unit (for example, 10 per inner pack), the number of units per master carton, and how they will report shortages or overages. Specify acceptable manufacturing tolerances and how they will record and report deviations from target quantity.

Require the supplier to confirm the acceptable acceptance range for total delivered quantity and who will approve any variance. If split shipments or multiple production batches are allowed, have them itemize quantities per batch and expected delivery milestones. Make the expectation explicit so you can compare shipments, plan inventory, and arrange inspection.

Packaging, labeling, and palletization

Describe the finished goods packaging you expect: retail-ready or bulk packing, inner packaging protection, materials to avoid, and any eco or retail requirements. Ask the supplier to confirm carton dimensions, gross weight, and the number of cartons per pallet. Request photos or diagrams of the proposed packing configuration and a description of materials used for cushioning and seal methods.

Clarify labeling needs: carton marks, product labels, barcode types and locations, shipping marks, country of origin text, and any customer-specific labeling instructions. If you require serialized codes or SSCC numbers for pallets, ask the supplier whether they can generate or affix them and how they will record those identifiers for shipment tracking.

Production schedule and shipment milestones

Ask for a production timeline that lists concrete milestones: raw material cut-off date, production start, PP sample or golden sample date, inspection window, packing completion, and earliest ready-for-shipment date. Request lead times stated in calendar days and include any assumptions, for example lead time counted from sample approval or from receipt of deposit.

Require the supplier to confirm the intended shipping method and a provisional shipping window or estimated time of departure. If you rely on specific arrival dates, ask how the supplier will communicate delays and what remedies or escalation steps exist. Have them commit to updating the schedule when any milestone slips and to provide revised dates with reasons.

Quality control: samples, testing, and inspection

Specify which samples must be produced and approved before mass production: pre-production sample, production sample, and final approval sample. Tell the supplier the exact acceptance criteria for samples and whether approval requires a signed physical sample, photos, or lab test results. If lab testing is required, state who arranges it and whether the supplier provides test reports.

Clarify in-line and final inspection expectations. Use measurable criteria: inspection standard (for example AQL level), the percentage of units to inspect, acceptance thresholds, and who pays for failed inspection rework or re-testing. If you plan to use a third-party inspection company, state which party appoints the inspector and how inspection slots will be scheduled.

Open items, change control, and the decision record

Conclude the confirmation with a concise open-items list: each unresolved item, the current position, the information you need, who is responsible, and a due date for resolution. For every open item give two clear next steps the supplier can take: provide missing documentation, produce and ship a sample, or propose a technical alternative. This reduces back-and-forth and creates a visible path to closure.

Agree a change-control method and how any post-confirmation changes will be handled. Ask the supplier to state how they will submit change requests, how you will approve them, and how cost or lead-time impacts will be estimated. Require a signed, dated confirmation or email reply that restates the key facts so you have a single reference version before you issue a purchase order.

• List each open item with owner and deadline
• Ask for signed confirmation and versioned attachments
• Specify a change request format and approval timeline

Send the draft confirmation and request a signed reply within 48 hours.