Customer Order Change Request Form Template
Open orders change constantly: dates move, quantities shift, a part revision is superseded. Without one form, those changes live in emails and phone calls, and the shop builds the wrong thing. This template captures the change, its impact and its approvals in one document.
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Customer Order Change Request Form Template
Customer Order Change Request
Company: Acme Precision Ltd Customer: Northwind Aerostructures Sales order: SO-104522 Customer PO: 4500918831 Date received: 2026-10-19 Requested by: J. Alvarez, Purchasing
Requested Change
Change type: Delivery date Line(s): Line 3
Current: Qty 400 EA, ship 2026-11-20
Requested: Qty 400 EA, ship 2026-11-06 (two weeks earlier)
Reason given: Customer line-down risk after upstream supplier delay.
Impact Assessment
Material on hand. Needs expedite on plating (3 days). Overtime on machining cell 2.
Cost or price impact: Expedite charge to be quoted, approx 3 percent of line value
Review Checklist
| Check | Owner | Done | Notes |
|---|---|---|---|
| Material availability confirmed | Planning | ||
| Capacity and schedule checked | Production control | ||
| Price or surcharge approved | Sales / Finance | ||
| Customer PO amendment received | Customer service | ||
| ERP sales order updated | Order desk |
Approvals
Always get the change in writing from the customer, ideally as a revised PO or PO amendment. Rated orders (for example DPAS) and contracts with change clauses may have specific notice rules, so check your contract. This is a starting point, not legal advice.
Order change review
Optional: see how order changes could be checked against live ERP availability before you commit.
Optional. The tool and every export work without this. No spam.
How to use the form
Fill in the order and PO references first, then state the current and requested values side by side. Writing both avoids the most common error, where a rep updates the ERP with a new value but nobody knows what the old one was. Complete the impact assessment with planning before you confirm anything to the customer. Export to PDF to attach to the sales order, or to Word if your process needs edits.
What belongs in the impact assessment
A change is not free just because the customer asked politely. Check material, capacity, outside processing lead times, tooling, and whether the change triggers a price or surcharge under your terms. Record the answer even when the impact is none, so the next person sees it was checked.
- Material on hand versus on order for the new date or quantity
- Work orders already released or in process
- Outside processing and carrier lead times
- Price breaks lost or gained at the new quantity
- Whether the customer PO must be amended
Keeping ERP and paper aligned
Once approved, update the sales order line in your ERP and note the form number or date in the order comments. In most ERPs, changing a promise or request date on a released order does not move the production schedule automatically, so tell planning explicitly. Keep the signed form with the order file for audits and for disputes about who agreed to what.
Common mistakes
Accepting a verbal change, confirming a date before planning replies, and forgetting to update the customer PO reference are the three frequent failures. Another is editing a line after shipment has started, which creates mismatches between the sales order, the pick list and the invoice.
Frequently Asked Questions
Do I need a form if the customer sends a revised PO?
The revised PO is the customer's authority, but the internal form still records the impact check and approvals. It also gives you a single place showing what changed from what, which a PO revision often does not make obvious.
Who should approve an order change?
Typically planning for feasibility, sales or finance for price effects, and a customer service lead for the final confirmation. Small date moves inside a tolerance may be pre-approved. Set your own thresholds and write them on the form.
What if the change arrives after production started?
Record the quantity already completed or in process, and price the change on that basis. Many suppliers charge for work done and material committed. Check your terms and conditions and agree the charge before confirming.
Can I use this for blanket order releases?
Yes. Put the release number in the line field and the blanket PO in the customer PO field. For standing schedules, a revised forecast is usually handled separately from a firm release change.
If your order desk re-keys changes between email and the ERP, Netray can build a read-only assistant that shows open order status and flags conflicts before a change is promised.
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