Changes to confirmed orders
How to update dates, addresses, contacts and delivery windows on an order that is already confirmed but has not entered production yet.
A confirmed order can still be adjusted, but with a window
The corporate world keeps moving while the supplier prints. An event date shifts, a warehouse closes for relocation, the receiving contact rotates teams, the legal entity updates after a merger. When those changes arrive before the order enters production we can almost always absorb them with no penalty.
What separates a change from a modification is the scope. A change touches commercial or logistics data: delivery dates, addresses, contacts, legal entities, time windows, client PO numbers, receiving notes. A modification touches the product itself: quantities, sizes, colors, added or removed pieces, technique switches.
For commercial changes the procedure is direct. The client writes to their account executive with the updated purchase order or a simple email describing the change. We verify the new information does not conflict with the production order already issued and, if it is clean, we apply it to the file. The client receives written confirmation with the effective date of the change.
When the change means shifting the delivery date we review the timeline. If there is still slack between the confirmed date and production kickoff we reschedule at no cost. If the new date pulls closer to the event and production is about to start we evaluate whether the new window is viable and, if it is, we quote an express reschedule fee. That fee depends on how much we need to move the internal calendar.
For address changes before shipment we usually ask for at least five business days of notice. That gives us time to update the waybill, the packing list, the box labels and, when the destination changes city, the carrier route. When the change happens less than 48 hours before dispatch the waybills are already issued and the reschedule costs more.
For receiving-contact changes we usually resolve them in less than 24 hours because they only touch the file and the final waybill. If the change brings a new signatory with approval authority we ask for a simple power-of-attorney letter so the delivery is formally backed.
Frequently asked questions about order changes
What purchasing and logistics teams most often ask when a confirmed order needs adjustment.
What is the difference between a change and a modification?
A change touches commercial or logistics data: addresses, contacts, dates, delivery windows. A modification touches the product: quantities, sizes, colors, added or removed pieces, technique switches.
How much advance notice do I need for an address change?
Ideally five business days before dispatch. That lets us update the waybill, packing list, labels and transport route. With less than 48 hours the reschedule costs more because waybills are already issued.
Can I move the delivery date at no cost?
Yes, if there is still slack before production kickoff. If the new date pulls closer to the event and production is about to start we evaluate viability and, if applicable, quote an express reschedule fee.
How do I change the receiving contact?
Send us the new contact's name, email and phone and we update it in less than 24 hours. If the new contact needs signing or approval authority we ask for a simple power-of-attorney letter to back the delivery.
Can I change the invoicing legal entity?
Yes, before the fiscal month close. We need the new tax situation certificate and, if the tax ID changed, we update the file and issue the invoice with the right data from the first try.
What happens if the change arrives while we are already producing?
If production has started we evaluate the specific case. Sometimes it makes sense to finish the current batch and run the change as a separate batch. Other times it makes sense to stop production, which carries a line-stop fee plus the prepared material.
Do I need a new purchase order for every change?
Not always. For minor changes we accept an email from the authorized contact with a clear instruction. For changes that affect amount or timeline we ask for an updated purchase order or a signed addendum.
Related FAQs
Other topics where on-the-fly adjustments are common.
Does your confirmed order need a change?
Send us the order number and the change you need. We reply the same day with the feasibility, the date impact and, if applicable, the corresponding fee.