Describe the change against a known baseline
State the item code, existing revision, requested change and reason. Attach the relevant drawing or sample reference. Avoid instructions such as “make it like the latest photo” when several images exist. Record who requested the change and which areas or quantities are affected. The original approved version remains the baseline until the revised proposal has been reviewed and released.
Ask the factory for an impact review
Before approving the revision, request the effect on unit price, quantities, material already ordered, samples, production timing and packing. Ask whether work should pause while the decision is pending. A factory may already have cut material or completed part of the order. The project team should understand that position instead of treating a small visual change as automatically free or immediate.
Approve the whole consequence, not just the appearance
For illustration, a wider cabinet may fit the revised room plan but require a different carton and no longer pass through the intended doorway assembled. Review access, handling and installation along with the drawing. Give the authorised approver a clear summary of the cost and schedule implications. Do not release the change until the people responsible for the affected work have responded.
Close the communication loop across the package
Issue the approved revision to every affected supplier and withdraw the old active file. Ask for acknowledgement that identifies the correct revision, not just a general message saying received. Update the order, budget, inspection reference and packing plan together. Keep a dated record of the decision so later checks compare the finished item with the specification that was actually released.
Project checklist
Before you approve
- Identify the original item and revision.
- Obtain price, timing and material impact details.
- Review related access and installation consequences.
- Confirm every affected party has the new revision.
A useful question
Can furniture be changed after production has started?
Sometimes, but the practical options depend on the work already completed and material commitments. Request a factory review before promising the change. A revised item may require rework, a replacement or a later delivery, and those consequences need explicit approval.