1688 Gifts | Custom-gift stage and exception record
Template version: 2026-10-02
Use this record for the agreed full-process progress-tracking scope.
This blank template does not imply a portal, real-time feed, daily media,
guaranteed completion date or results from any actual order.

ORDER CONTROL
Project / order / buyer decision owner:
Supplier / manufacturer / decorator / service contact:
Approved quantity schedule / product revision / artwork revision:
Destination / recipient/use / event and latest receiving dates:
Budget / currency / fallback decision date:
Agreed communication method / reporting frequency / evidence formats:
Decision authority and backup contact:

STATUS DEFINITIONS
Not started | Supplier-reported | Evidence received | Awaiting buyer decision
Approved for named gate | Hold | Rework | Rejected | Closed
Record a stage as approved only when its named decision owner has approved it.
A booking or label is not collection; collection is not successful receiving.

COPY THIS STAGE BLOCK FOR EACH OF THE EIGHT STAGES
Stage and revision:
Planned date / basis (working or calendar days, holidays and cutoff):
Reported actual status / reported by / timestamp:
Evidence requested / evidence received / reference and date:
Evidence limitation (photo, measured result, lab report, supplier statement):
Reviewer / findings / unresolved questions:
Decision needed / authorised decision owner / deadline:
Decision / date / approved scope / next stage permitted:
Exception reference:

1. BRIEF
Require quantity by variant, intended use, destination, budget and receiving date.
Separate optional alternatives from the approved order.

2. ARTWORK
Require filename/version, dimensions, position, colour reference, process and
proof approval. Record underbase, seam clearances, personalisation and spelling.

3. PHYSICAL SAMPLE
Require sample ID, material/substrate, decoration, agreed checks and findings.
Retain the approved sample or agreed reference record. Mark any untested claim.
Approve only that configuration; list exceptions the buyer must decide.

4. PRODUCTION
Require agreed milestone dates, variant quantities, released specification and
requested evidence. Record any substitute material, decorator or process.
Reopen affected sample, cost, document and timing gates for changes.

5. INSPECTION
Record lot, selected cartons/units, sampling plan, defect definitions, measured
results, counts and disposition. Separate visual, functional and lab evidence.
For rework, record quantity affected and reinspection evidence.

6. PACKING
Require box/insert revision, labels, complete-set counts, outside carton
measurements and gross weights. Reprice freight if the measured pack changes.
Record any protection validation and its scope separately.

7. DISPATCH
Require final contents/packing list match, service acceptance, booking and
actual carrier handover evidence. Record restricted-contents review if needed.
Shipment reference / collection evidence / quoted delivery endpoint:

8. HANDOVER
Require receiving contact, delivery/carton record, agreed receiving checks,
shortage/damage findings, claim references and remedy owner.
Close only after the agreed checks and exception resolution.

EXCEPTION DECISION (COPY FOR EVERY CHANGE OR FAILURE)
ID / discovered at stage / date / person reporting:
Affected SKU, quantity and released revision:
What differs from the approved brief:
Evidence / what remains unverified:
Options: retain original / correct / approved substitute / split / cancel line
Cost, safety/document, sample, packing and deadline effect of each option:
Latest decision date / consequence of waiting:
Authorised decision / owner / date / revised evidence required:
Reinspection or reapproval result / closure date:

The supplier's update, inspector's finding and buyer's decision are separate
records. Progress tracking does not replace laboratory testing or carrier terms.