QuotedPartTemplates · Updated 2026-10-30
Match the PO to the offer before releasing the job
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Compare part revision, quantity, unit price, total, delivery and terms before acknowledging a PO as accepted. The templates distinguish a receipt notice pending review from an approved order acknowledgment. A mismatch needs a clear buyer correction or agreement; it should not disappear into a footer.
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Receipt is a separate message from approved acceptance
Receipt draft: Hi [buyer], we received PO [number/date] for [part/revision/quantity]. We are reviewing it against quote [number/revision]. We will confirm acceptance, price and schedule after that review; please send [missing item] so we can complete it. Use wording approved for your order process and existing contracts. Do not call an order booked, confirmed for shipment or released to production if the scope and schedule have not been reviewed by the responsible person.
Resolve the mismatches explicitly
Check every ordered line against its offered quantity break and revision. A PO for forty parts at a unit price based on one hundred can change setup recovery. A new drawing revision can change material, workholding or inspection even if the part number remains the same. Discrepancy draft: PO [number] lists [item] as [value], while quote [number] is based on [quoted value]. Please issue a corrected PO or approve revised offer [number] before we release the affected work.
| Field | Quote | PO | Action |
|---|---|---|---|
| Revision | C | B | Obtain matching files and buyer decision |
| Quantity | 40 | 40 | Match |
| Unit price | $12.50 | $12.50 | Match; $500 extended |
| Delivery | 4 weeks after acceptance | Fixed requested date | Review and confirm feasible date |
Confirm the final reviewed order
Acceptance draft: We acknowledge PO [number] for [line/part/revision], [quantity] at [unit] and [extended total], under [identified agreed terms]. Confirmed [ship or completion] date is [date], with [shipping basis]. Exceptions and approved changes are [reference or none]. Please review this acknowledgment and contact [person] immediately if it differs from your intended order. Retain the final PO, matching quote and approved deviations together; production should see the same revision and date that the buyer accepted.
Sources and limits
Claims are dated where they can change. Product calculations are examples from the stated inputs, not a promise about a customer's quote. Competitor wording is attributed to the source shown.
- New York UCC §2-207 addresses the effect of differing acceptance or confirmation terms; the shop’s governing law and actual documents need counsel’s review. — source (checked 2026-10-30)
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