In brief
Small changes to artwork or a product variant can affect the entire production run. A controlled approval process helps prevent disputes over what the supplier was told to make.
Managing artwork and product changes in retail orders
Small changes to artwork or a product variant can affect the entire production run. A controlled approval process helps prevent disputes over what the supplier was told to make.
What to do
- Identify the exact artwork file and product version approved for production.
- Ask how a requested change affects cost, quantity, and delivery.
- Confirm whether production has started before authorising a revision.
Use one current version of the agreement
Record the change reference, original requirement, revised requirement, reason, and effect on price and timing. Identify the person authorised to approve it and the date the revised instruction takes effect. Make clear whether the supplier should pause affected work while a decision is pending. This prevents a discussion about an option from being mistaken for an instruction to proceed.
After approval, update the working scope and tell the people responsible for delivery and acceptance. Keep the original and revised records linked. At closeout, check completed work against the approved version rather than reconstructing decisions from scattered messages.
Illustrative buying situation
Consider this hypothetical example.
A buyer approves an artwork proof, then sends a revised logo after production has begun. Ask the supplier to identify affected quantities and the options for continuing, reworking, or replacing them. Approve the cost and timing consequences before issuing a final instruction. Keep one current artwork reference. This prevents an informal design conversation from being treated as permission to change an entire run without a commercial decision.
Your next decision
Keep one final approval record that production and receiving teams can both reference.
Related buying guides
Contract and change-control guideUAE supplier guides