1. Comparing prices before matching specifications
A lower unit price can reflect a different core material, hardware set, finish or packaging scope. Put competing offers against the same item schedule and list exclusions beside the price. Resolve substitutions before selecting an offer so the approved sample and purchase order describe the same item.
2. Leaving package boundaries unclear
A bathroom or room package can involve several suppliers, even where one company coordinates the order. Record who supplies the top, basin, fittings, fixings and installation accessories, and who checks their interfaces. Consolidation is useful only when responsibility for missing or incompatible components is explicit.
3. Approving a finish from a photograph alone
Photos are useful for shortlisting, but lighting and screen settings affect colour and sheen. For a finish-critical item, identify a physical reference and record its approval. A mock-up can also reveal edge treatment, joint alignment and access details that a close-up image cannot show.
4. Defining inspection after the goods are packed
Agree the checks and release authority while there is still time to plan them. A concealed detail may need review during manufacture, while dimensions and carton labels may be checked later. Specify how a failed check affects dispatch and how corrections will be verified.
5. Treating dispatch and site delivery as the same date
Production completion, loading, departure, port arrival and delivery to the site are different milestones. Plan the order around the required installation sequence and receiving conditions. Carton codes and packing lists should let the site team identify goods without opening unrelated packages.
6. Leaving replacements outside the order discussion
Decide which spare parts or additional units the project needs before the order is closed. Record hardware references, finish samples, batch information and the applicable warranty terms. A later replacement may come from different production; matching appearance and continued availability need to be assessed when it is requested.
Turn the review into an order record
Use a single issue log to track each open point, owner and resolution. Link the final quotation to the approved drawing and sample references. This gives the buyer, manufacturer and receiving team a common record when a detail changes or a discrepancy needs to be investigated.
