A custom plush reorder should start with a dated specification, an identified approved sample, and a written list of changes. Sending the previous purchase order and saying “same as last time” leaves important questions open: which sample is the reference, whether the fabric is still available, which label artwork applies, and whether the new quantity or destination changes the quotation.
For a recurring corporate mascot program or a book-character range, continuity matters across orders. The useful question is: can the next batch be produced against the same agreed requirements, and what must be reapproved? This checklist helps buyers answer that question before releasing a repeat order.
Start with six items in the reorder request
- Previous order and product identity: purchase-order number, product code, design name, and the last approved specification revision.
- Approval reference: the approved physical sample’s identifier, approval date, location, and matching reference photographs.
- New order scope: quantity per design, requested delivery date, destination, and distribution channel.
- Change declaration: an explicit list of requested changes, or a statement that the listed product specifications are intended to remain unchanged.
- Current production documents: bill of materials, measurements, decoration files, label artwork, and packing instructions.
- Release responsibilities: who approves the appearance, commercial terms, packaging, and applicable safety documentation.
Ask the factory to return a written exception list. “Confirmed unchanged” and “awaiting verification” are different statuses. If the original fabric, pattern files, or physical reference cannot be located, resolve that gap before approving bulk production.
Identify the approved master, rather than relying on old photos
A useful master sample is an identifiable physical reference that both sides agree represents the approved product. Record its revision and approval date. Confirm who holds it and whether its condition is still suitable for comparison. Do not assume the factory has retained samples, patterns, embroidery files, or material records indefinitely.
Photos help locate the right version and explain visible details. They cannot reliably settle hand feel, stuffing firmness, hidden construction, or precise shade. Lighting, screens, camera processing, and pile direction can also change how a fabric appears. An online product image may have been retouched or may show an earlier prototype.
Use a reference register linking the sample, specification, and artwork files. For example: product PL-01, specification Rev C, sample S-C, embroidery E-C, label L-04. These are illustrative identifiers, not Aokuma’s required coding system.
If the sample and specification disagree, record the conflict and get written clarification. A newer email does not automatically replace every earlier approval. Nor should an appearance reference override a safety requirement. Where both buyer and factory hold samples, confirm that they represent the same approved revision.
If no usable reference remains, agree how to rebuild and approve it. The custom plush sample guide covers initial sample development; the reorder decision is which existing approvals can still be used.
Define what “unchanged” means, component by component
The bill of materials, often called the BOM, should connect each component to an identifiable requirement. A description such as “blue plush with embroidered eyes” is too broad to distinguish an approved material from a proposed replacement.
| Specification area | What to reconfirm for the reorder |
|---|---|
| Pattern and proportions | Pattern revision, posture, measurement points, head-to-body relationship, ears, limbs, and any approved construction changes. |
| Outer fabric | Material reference, composition, pile characteristics, finish, color reference, supplier identity where available, and proposed substitutions. |
| Filling and internal parts | Filling type, agreed weight or firmness controls, distribution, liners, and any internal inserts. |
| Embroidery and printing | Approved artwork or production-file revision, dimensions, placement, thread or ink references, and orientation. |
| Hardware and accessories | Eyes, noses, clips, rings, fasteners, removable clothing, component references, and attachment method. |
| Labels and hangtags | Artwork revision, language, dimensions, placement, required information, and fields that change with each production batch. |
| Individual and outer packing | Bag or box specification, compression method, units per carton, assortment, carton marks, and destination-specific instructions. |
Separate fixed design requirements from variable order information. The embroidered face may stay unchanged while the purchase-order number, batch identification, carton count, or shipping address changes. Explicitly authorize those updates without reopening unrelated design details.
If a material is unavailable, ask for the proposed replacement’s reference, comparison evidence, cost and timing effects, and any testing implications. “Equivalent” needs a defined basis. A similar-looking fabric or clip should not silently become the new standard.
Packaging deserves its own review. A new gift box can change packing labor, carton dimensions, and freight estimates even when the plush itself is unchanged. A new hangtag may introduce a different age statement, market, or product claim that needs checking.
Agree tolerances and a fair batch-comparison method
Consistency requires measurable acceptance criteria. “Exactly identical” is not a useful inspection instruction for a sewn, stuffed product. At the same time, an unexplained difference should not be dismissed simply as normal production variation.
List the characteristics that matter most to the design. For a recognizable character, these may include face placement, head shape, and the relative size of the ears. Define the measurement method alongside each target: sitting height or overall height, whether ears are included, and whether the toy is measured without compression.
For each controlled dimension, leave fields for the agreed target, lower limit, upper limit, unit, and measuring method. There is no single tolerance that this guide can responsibly apply to every plush design. Agree suitable limits with the factory before production and identify the features that require particularly close control.
For color, define the physical reference and comparison conditions. If an instrumental color tolerance is proposed, agree its method and relevance to that fabric rather than borrowing an unexplained number from another product. New fabric lots can differ; request approval evidence for the actual proposed material where shade continuity is important.
Compare new production with the approved reference in suitable condition. An older plush displayed in sunlight, washed, handled, or compressed may no longer represent the original appearance. Also agree the inspection sampling plan and what happens if a result falls outside the approved limits.
Use a revision table to prevent silent substitutions
Maintain one change log for the reorder. Each line needs a decision, an owner, and supporting approval evidence. A blank cell should mean unresolved, rather than assumed consent.
| Field | What to enter |
|---|---|
| Item and baseline | Component or document, current revision, and approved reference. |
| Requested change | Exact replacement or update, who requested it, and why. |
| Affected requirements | Appearance, measurements, construction, labeling, testing, packing, cost, or timing. |
| Evidence and decision | Swatch, sample, drawing, proof, or review record; approved, rejected, or pending. |
| Release record | Approver, approval date, new revision, and the order or lot to which it applies. |
Hypothetical example: A publisher reorders a 20 cm sitting character for another book launch. The face and body specification remain at Rev C, but the hangtag needs a new book title. During availability checks, the factory proposes a replacement body fabric.
The buyer records two separate changes: the hangtag proof and the fabric proposal. Approving the new title does not approve the fabric. The fabric stays pending until the agreed comparison, any sample work, and the applicable safety review are complete. Once approved, the buyer issues a new specification revision and identifies the first order using it. This example illustrates the process; it is not a customer case or a promised outcome.
Decide whether fresh approval evidence is needed
A repeat order does not automatically remove the need for sampling. Choose the evidence after checking what has changed and what remains verifiable.
- Verified same specification: ask whether the existing reference remains suitable and whether a current production confirmation sample is needed.
- Artwork-only update: agree whether an artwork proof is sufficient or whether placement, scale, or production method requires a physical check.
- Material, construction, or hardware change: assess the affected characteristics and agree sample and testing scope before accepting it.
- Missing records or an uncertain baseline: establish a new approved reference instead of approving against memory.
Name the required evidence in the reorder release conditions. “Sample approved” is incomplete unless it identifies which sample, which revision, and whether any conditions remain open.
Revalidate the quote, schedule, and safety-document scope
Price and delivery need current confirmation
Ask for a new written quotation covering quantity per design, materials, decoration, packaging, any sampling, testing, freight, and payment terms. A previous unit price is a reference point; it does not establish the current reorder price or an automatic discount. Use the EXW, FOB, and DDP quote comparison guide to check which shipping responsibilities and costs the new quote includes.
Aokuma’s standard minimum is 500 pieces per design. Reorder status alone does not establish a lower minimum. Standard bulk production is generally 35–40 days after sample approval and deposit, subject to the confirmed project schedule. Allow separately for any renewed approvals, material verification, testing, and transport. A previous delivery schedule does not reserve current capacity or establish rush availability.
If new sampling is needed, confirm the applicable scope and fee before starting. Courier charges and testing should be identified separately, and special requirements need individual quotation. Give the requested arrival date as well as the destination so production completion and delivery are not confused.
Confirm the market and intended users again
Record the destination countries, intended age group, sales or gifting channel, and any changes to product use or presentation. In the United States, classification considers several factors, including marketing, consumer recognition, and the manufacturer’s reasonable intended-use statement. Calling an item a corporate gift or collectible does not settle the question by itself. See the CPSC’s children’s product guidance.
A previous report should be reviewed against the current product and applicable requirements. The CPSC explains that a change to design, manufacturing process, or component source can be a material change if it could affect compliance; if a change qualifies as material for a U.S. children’s product, the affected product or component must be retested against the relevant requirements, and a new Children’s Product Certificate (CPC) must be issued after passing results. Review the official material-change guidance with the responsible compliance party or laboratory.
Even an unchanged U.S. children’s product may have ongoing testing obligations. The CPSC’s testing guidance addresses periodic testing as well as initial and material-change testing. Do not assume that every reorder requires identical testing, or that an old report automatically covers every later batch.
Check batch-dependent labeling too. For U.S. children’s products, CPSC tracking-label guidance covers identifying information such as production location, date, and batch or run identification. Reusing old artwork without reviewing those fields can carry the wrong production information forward.
For other destinations, ask the responsible party to confirm the applicable requirements and documentation. For example, UK government guidance for Great Britain points to separate guidance for Northern Ireland. A broad destination entry such as “UK/Europe” is insufficient for a market-specific review.
Copy this reorder handoff checklist
Put the following fields on the front page of the reorder package. Attach the detailed specifications and use the change log for exceptions.
- Product code / previous order / new order reference: ___
- Approved specification revision / physical sample ID and holder: ___
- Quantity per design / requested arrival date / destination: ___
- Intended users / distribution channel / destination markets: ___
- BOM, pattern, embroidery or print, label, and packing revisions: ___
- Specifications remaining unchanged: ___
- Requested changes and supplier-proposed substitutions: ___
- Measurement, color, appearance, and inspection acceptance criteria: ___
- Required sample, swatch, artwork proof, or testing review: ___
- Updated quote, production schedule, and freight scope confirmed: ___
- Open questions, responsible people, and release conditions: ___
- Final approved revision, approver, and approval date: ___
Release the order only when each required approval is documented. Keep the superseded files for traceability, but clearly identify the current production package so an older attachment is not used by mistake.
Prepare your next Aokuma plush reorder
Send Aokuma your reorder request with the previous order reference, approved sample details, current specification files, new quantity, destination, and change list. Ask the team to verify material availability, reference records, approval needs, current pricing, and production timing. That gives both sides a concrete basis for confirming the next batch before production starts.
