Current specification
Identify article, project ID and revision. Record which values are confirmed and which remain open. Preserve earlier versions as superseded evidence.
Retained standard
Connect colour, surface and garment-trial decisions to identified samples. State the approved scope and any pending tests.
Commercial basis
Carry the current quotation, quantities by colour, currency, unit, validity and included costs. Confirm the actual contracting party in transaction documents.
Inspection and release
Identify the acceptance plan, required reports and release owner. Keep findings and conditions visible before dispatch.
Documents and owners
List packing, shipment and applicable material records and the person responsible for each. Match the final records to the actual lot and rolls for receiving.
Use one article and commercial revision
Identify the project, accepted article, reference sample and final specification. Add quantities by colour, units, commercial scope and the relevant confirmed dates. Check that the underlying documents describe the same proposal.
If a sample changed after quotation, reconcile the technical and commercial records before calling the handover complete. Retain old versions as history and identify which final set is current. This prevents different teams from acting on incompatible requirements.
Assign the remaining decisions
List open evidence, approval, payment, inspection or logistics items with their actual responsible parties. Explain the decision needed rather than writing pending without context. Keep technical and commercial authorisations separate.
An accepted appearance does not resolve an unconfirmed report, and a planned dispatch does not close a held roll. The handover should make those distinctions easy to review before each party proceeds within its own responsibility.
Retain the release and receiving record
Reconcile the final accepted roll set, packing identities and required documents before shipment. Keep authorised dispositions and any accepted restrictions with the order. Share relevant allocation information with the receiving and garment teams.
For a repeat, start from the retained accepted article but request new confirmation of the current commercial and production basis. The previous handover provides context and evidence, not an automatic commitment for the next transaction.
Prepare the next decision
| Input | Decision to make | Record to keep |
|---|---|---|
| Specification | Current article revision | Technical basis |
| Sample | Identity and scope | Retained standard |
| Commercial | Actual proposal and parties | Order agreement |
| Release | Evidence and owner | Written decision |
| Documents | Shipment linkage | Receiving pack |
Questions for this stage
Can a handover file place an order?
It organises the record. The actual order follows the relevant written technical and commercial agreement.
What if one document is missing?
Keep it open and name the required provider and decision before release.
Should the handover be updated after a change?
Yes. Identify the new revision and review the technical, approval and commercial effects.
Who should review the handover?
The actual project owners for specification, sample approval, commercial terms, payment and logistics should review their relevant scopes. Define those roles for the buyer’s process.
Can the same handover be reused for a repeat order?
Use it as a reference, then identify the new order and confirm current quantities, colours, terms, timing and material evidence. Keep the new transaction distinct from the historical release.