Write the baseline
Identify the original brief, item, specification revision and reference sample. State which requirements are fixed. Without that baseline, the team cannot determine what changed. Keep the requested material visible even if an alternative becomes the leading candidate.
Describe the proposed replacement
Record the alternative item, composition, construction, finish, weight and usable width. Ask the supplier to explain each difference and why it is suggested. A similar name or appearance should not conceal a change in fibre, structure or manufacturing route.
Assess the garment impact
Have design and maker colleagues review appearance, hand feel, cutting, seams, pressing and consumption as appropriate. Keep observations tied to the replacement sample. A lower price may be offset by a change in usable width or garment process, so do not assess cost in isolation.
Check evidence and claim implications
Revisit any composition statement, performance requirement or certification-related evidence. Documents for the original item may not apply to the replacement. Ask about actual scope and available evidence instead of transferring a previous file merely because the supplier remains the same.
Request a revised commercial basis
Obtain price, quantity minimums, colour arrangements, sample costs and schedule conditions for the replacement. Keep it labelled as an alternate offer. A different specification should remain outside a like-for-like price calculation until the relevant team explicitly chooses the comparison purpose.
Record a scoped decision
Identify who can approve the change and which attributes they reviewed. Leave unanswered matters open. If the substitute is accepted, update the brief, sample reference, quotation and order attachments together. Keep the original version as history rather than silently rewriting the record.
Your substitution comparison
Illustration: a buyer considers a lower-wool candidate with a similar face. They arrange a garment trial and request a new quotation, while product claims remain under review. Use the record below to show the trade-off and its approvals instead of declaring the cheaper material equivalent.
Original item/specification/sample: [references] Proposed replacement: [reference and revision] Attribute | Original | Proposed | Difference | Required review Composition: [row] Construction/finish: [row] Weight/usable width: [row] Appearance/handle/making: [row] Claims/documents: [row] Quantity/price/schedule: [row] Acceptance scope, approver and date: [actual decision] Updated records and open matters: [list]