The useful starting point
Reuse the approved records, then make every change visible. A repeat order still needs a current quote, an agreed quantity breakdown and confirmation of the specification being supplied.
Start with the previous order references
Provide the earlier enquiry or order number and the product reference. Include the accepted specification, relevant sample decision, artwork version, colour references and label/packing record. For riding wear and gloves, add the measurement-chart version and previous size matrix. Send only the records needed for the discussion and keep private customer data out of public reference links.
If your retail product name differs from the supplier reference, show the mapping. A photograph can help identify the item but may not show the internal construction, measurement chart or packaging revision. Where a record is missing, flag it for reconciliation instead of silently filling it from memory.
- Previous enquiry or order reference
- Product reference and specification version
- Approved sample and review scope
- Artwork, colour and label versions
- Size chart, quantity matrix and packing instructions
- Receiving feedback or agreed corrections from the previous order
Separate repeat details from changes
Divide the new brief into details to repeat and details to change. A higher quantity may leave the physical product unchanged, while a new fabric, revised fit, different logo or altered packing unit can affect the specification and review plan. A new colour should also be identified explicitly with its reference and confirmation requirements.
Ask which samples, proofs or measurement checks are needed for a changed product. Do not apply the old sample approval automatically to a revised material, construction or fit. Keep the old approval as history and record the new decision against the revised specification. Changes to commercial terms or quantity still need an updated quotation even where the product itself is unchanged.
Swipe or scroll the table to view every column.
| Proposed change | Record it as | Ask the team to confirm |
|---|---|---|
| New quantity or size mix | New quantities by reference, colour and size | Current minimum basis, prices and timing |
| New material, fit or construction | Revised specification with the previous version identified | Available options and repeat sample/fit checks |
| New logo, position or colour | New artwork or colour revision | Proof and physical review needed for the change |
| New labels or packaging | Revised identifier and packing brief | Text/code approval, pack quantities and carton plan |
| New delivery destination | Updated delivery requirement | Transport scope, documents and receiving details |
Confirm the new quote and timing
Request a current proposal for the new quantities and confirmed options. The earlier order does not guarantee the same material availability, colour, price, minimum quantity or lead time. Ask which details remain consistent and which need a new decision before the order can be agreed.
PoloSolo reviews repeat-order briefs manually. Confirm the new quote revision, written specification, any sample decision and agreed offline payment steps. Keep the requested arrival date distinct from confirmed production and transport arrangements. If the new quote changes during the discussion, identify the accepted revision and retain the earlier one as a record.
Send a structured repeat-order brief
Begin the enquiry with the previous order reference and selected product category. Summarise what stays the same, what changes, the new quantity matrix and destination. Add the previous order reference to the requirements field so the team can locate the record. If you are unsure whether a detail changed, list it under ‘to confirm’ rather than describing the full order as identical.
After delivery, compare what your team received with the accepted specification and packing list. Record useful fit, sizing, packing or assortment feedback before preparing another order. That creates a practical repeat-order record based on your own experience instead of relying on a product name alone.
Your enquiry checklist
Bring these details
- Previous order and reference numbers
- Approved specification, sample and artwork records
- Separate unchanged details and proposed changes
- New quantity matrix, units and destination
- Current quote, options and timing
- New approval and offline payment agreement
Your next step
Put your brief to work
Share the details you have and the questions still open. Product specifications, sample terms, quantities and delivery are confirmed in a written quote.
Send a repeat-order brief ↗