A revised quotation is not simply a new PDF. Risk starts when the buyer, sales team, factory and purchasing team each keep a different number and no one can identify the confirmed version.
This is an internal control method, not contract, customs, tax, payment or legal advice. Authorized people still decide commitments that affect customers, contracts, payments or compliance.
1. Record the change request
Capture the buyer, product revision, quantity, Incoterm, currency, payment, packing and delivery date. State what changed, who requested it and when. Do not leave a request only in chat history.
2. Verify the impact
A price change returns to cost and validity. A specification or packing change returns to drawings, samples and capacity. A quantity or delivery change needs a fresh check of materials, production, inspection and booking. Unverified items remain pending.
3. Issue a comparable revision
Give the revision a version, date, scope and expiry condition. State the difference from the prior version so the buyer and internal owners do not have to infer it from an attachment name.
4. Write acceptance into the order baseline
After acceptance, sales, purchasing, production and documentation use the same confirmed version. The next change repeats request, verification and release rather than turning a discussion copy into a delivery commitment.
Quotation change card
Six fields to check each time
- Buyer and product revision
- Price, currency, Incoterm and validity
- Quantity, packing and delivery impact
- Cost, sample, capacity and logistics evidence
- Revision identifier and difference summary
- Buyer confirmation and internal effective owner
Sources and limits
This guide uses general controlled-change and version-management practice for export projects, published 16 September 2026. Transaction-specific price, tax, delivery, contract and compliance obligations must be checked against the actual documents and authorized decisions.
Frequently asked questions
Does a revised quotation replace the order?
No. It becomes an order baseline only after the authorized parties confirm the applicable version and the internal owners record it.
What should remain pending?
Any price, specification, capacity, delivery or compliance point without verified evidence should remain clearly pending rather than appear as a buyer commitment.