During production, the factory sends a message:
The original part has a long lead time, so we have used another model. The performance is the same.
A substitution may be reasonable, or it may change what you agreed to buy. Before debating which brand is better, establish four things:
What changed, why it changed, what it affects, and who has approved it.
Until those questions are answered, “equivalent part” is only a description.
1. Check whether the change exceeds the order's existing authorization
If the order allows the manufacturer to choose among compliant standard configurations, some choices may already fall within that authorization.
If it specifies a particular model, capacity, input requirement or other specification, a different proposed supply needs to be handled under the agreed change process.
Some changes also require more than the buyer's commercial consent. A change that may affect machine performance, safety-related functions or applicable documentation needs an appropriate technical basis.
Buyer approval establishes whether the change is accepted commercially. Technical confirmation establishes whether it is suitable for the machine. Neither replaces the other.
Use the latest configuration approved by both parties, not the original brochure. Buyers who have not yet established a clear specification can start with the scissor lift RFQ guide.
2. Ask for the differences, not just confirmation that the parts are “the same”
Suppose the factory proposes a different charger. Another sales brochure is not enough. Ask for a comparison with the agreed supply.
What exact model was ordered? What is proposed instead? Is it suitable for this battery and machine configuration? Does it change the destination power requirements, price, warranty or delivery schedule?
For controllers, software, hydraulic parts or load-bearing components, ask the supplier to identify the affected functions and requirements. A buyer should not infer interchangeability from a few similar specifications.
Changes to control programs, for example, should be made by competent people, recorded and checked for correct implementation. Source: machinery-safety guidance.
The purchasing question is whether the replacement still meets this order's requirements—not merely whether a few numbers on the component label are similar.
3. Communication tip: ask for both the original and the replacement option
When a supplier says “the original is unavailable; we have to change it,” the buyer may feel pressed to answer yes or no immediately.
First ask for both options:
If we retain the original configuration, what are we waiting for and when is completion expected?
If we accept the replacement, what exactly changes, what supports its suitability, and how do price and timing compare?
This makes it possible to assess what problem the substitution solves and what trade-offs it creates. An uncertain date can remain unconfirmed; neither option needs invented dates to make the comparison look complete.
Approval status can also become ambiguous. “Received, I'll review it” acknowledges the proposal; it does not approve installation.
A clearer response is:
We have received the proposed substitution for review only. The change is not yet approved. Please complete the information below; the confirmed decision will then be incorporated into the order's specification version.
This wording reduces ambiguity. It does not override an existing contractual change procedure.
4. Order configuration change form
Record one clearly defined change at a time. Keep the original specification, proposed replacement and impact together rather than asking technical staff to reconstruct the decision from chat screenshots.
| Confirmation item | What to record |
|---|---|
| Order identification | Order number, machine or batch, current specification version |
| Original specification | Agreed model, parameters, quantity and purpose |
| Proposed replacement | Exact model, document version and differences from the original |
| Reason for change | Availability, lead time, design adjustment or other actual reason |
| Impact and supporting evidence | Machine suitability, performance, documents and maintenance; any change to price, warranty or schedule |
| Buyer's decision | Approved, rejected or awaiting evidence; decision-maker, date and approval scope |
| Supply verification | What was actually fitted or supplied, which records were checked, and who confirms the result |
Consider this hypothetical example:
The order specifies charger A1. The factory proposes B1. After receiving an order-specific suitability explanation and the commercial impact statement, the buyer approves B1.
Before shipment, the actual charger must be checked against B1 and the agreed checks completed. If B2 is found instead, the difference needs a new explanation; approval of B1 does not automatically cover B2.
“B1 approved” and “actual supply confirmed as B1” are separate steps. Record them separately rather than closing the change as soon as an approval email arrives.
5. Make sure the decision reaches production and delivery staff
Once the discussion is complete, ask the salesperson to incorporate the decision into the updated specification sheet and coordinate confirmation of the version used by production or other responsible staff.
See the guide to consistency in larger orders for the relevant checks.
There is no need to re-sign every document for every change. The people involved do need to know which version is current, what changed and what remains unchanged.
Where the buyer, salesperson and production team work in different languages, retain exact model references, units, quantities and version numbers. Explanations may be presented bilingually, but the responsible people should confirm the wording. Machine translation is not technical approval.
Before shipment, check the equipment and documents against the agreed inspection scope. A material change after inspection also calls for a decision on whether further checks are needed.
The factory proposes a replacement, but you are unsure what to ask?
Send Levantis the original specification item and the proposed substitute. We can help organize the differences, coordinate technical answers from the supplier, and follow through on the link between the approved change and actual supply. Technical suitability remains for the responsible parties to confirm.