1. Confirm the revision and change status
Compare the requested drawing and specification revisions with the last approved order. Ask the buyer to identify changes in writing, including notes or referenced specifications. A familiar part number is not sufficient evidence that all requirements are unchanged. Where a revision changes, define whether new samples or other approval work are required.
2. Separate forecasts, purchase orders and call-offs
Record the annual forecast for planning, the ordered quantity and the quantity released for the current shipment separately. Identify who can authorise additional quantities. A forecast helps discuss capacity and ordering patterns, but should not be treated as a firm order unless the commercial agreement says so.
3. Check tooling and production assumptions
Record the tooling reference and any known repair, modification or storage issue that needs review. Confirm the quoted manufacturing and supply scope for the repeat order. If the buyer supplies tooling, specify the agreed handling responsibilities and any inspection needed before reuse. Do not assume old tooling is ready simply because a previous batch was made.
4. Repeat the documentation and packing instructions
Carry forward the agreed report requirements, part identification, package labels and shipment documents explicitly. Note any new destination or receiving-site requirement. Where multiple revisions or part variants are ordered, specify how they must be separated and identified so incoming inspection can match each delivery to its order.
5. Record changes before release
Create an open-item list for changed specifications, unresolved quantities, tooling questions and delivery requirements. Confirm the agreed price basis and timing for the defined order. Release the approved scope and leave unresolved changes clearly on hold. The checklist does not set payment terms, promise stock or reserve capacity by itself.
Example repeat-order release note
Repeat order [PO] covers [part / revision] at [quantity]. Previous approval reference: [record]. Changes since the last order: [none confirmed / attached list]. Current call-off: [quantity / requested date / destination]. Required reports and labels: [references]. Open items requiring agreement before release: [list].
Information to collect
- New purchase order and previous approval reference
- Part number, drawing/specification revisions and change list
- Annual forecast / firm order / current call-off quantities
- Tooling reference, ownership and known changes
- Manufacturing, machining and finish scope
- Inspection, traceability, labels and packing requirements
- Destination, requested delivery and agreed quotation basis
- Open items, authorised release and approval record
Put the information to work
Send the available files and identify open questions. Keep confidential customer information out of public posts; share authorised project files directly for review.
Casting and machining project scope · Email Kai your requirements
Further reading: SFSA information for steel-casting buyers. This JK Casting worksheet organises purchasing information; application-specific design and acceptance requirements must come from the approved project documents.