MIMO field notes · Procurement · · MIMO editorial team
An unavailable item does not make every similar-looking product an acceptable substitute. Review the change against the reason the original item was selected. Keep the proposed model and approval record visible.
Protect the essential function
Identify what must stay the same: intended use, quantity, maximum dimensions, installation requirements or another project constraint. Separate those requirements from a finish preference that the buyer may be willing to change.
Ask the supplier for the exact alternative and product documentation. A general description such as “equivalent sofa” is not enough to check fit or maintenance.
Review the whole effect
| Check | Possible consequence |
|---|---|
| Dimensions | Room layout or access may change |
| Material and care | Cleaning instructions may differ |
| Assembly | Installer scope may increase or change |
| Components | Replacement path may be different |
| Timing | Delivery or occupancy plan may need revision |
Request relevant safety and compliance information for the actual product category. Qualified professionals and the supplier should address requirements that cannot be assessed from a photograph or brief description.
Record the buyer’s decision
Use approved, approved with conditions or rejected. Name the person authorized to decide and attach the reviewed information. If conditions remain unresolved, do not issue an unconditional order for the substitute.
Update the quantity list, layout and delivery note after approval. Tell operations what will arrive and how it differs from the previous plan. A supplier’s revised quote should identify the same change.
For a portfolio, decide whether the substitute is a one-time exception or a new standard. Keep that distinction in the asset register.
This process does not require a long report for every small change. It requires the information relevant to the original choice. A quick visual approval can miss a dimension or care difference that creates repeated operating work long after the delivery.
Sources & useful references
- MIMO procurement support — Project quotation and supplier-scope planning
- MIMO Sofa Fit Check — Planning worksheet for packaged and assembled dimensions
- MIMO RFQ Builder — Quantity and project-request preparation
Published by MIMO. Planning examples describe hypothetical situations, not completed client projects. Directory information is a starting point; current terms require confirmation with the property or provider.
Continue with a related decision
Vendor portals and supplier contacts serve different purposes
Phasing a multi-unit furniture purchase around real dependencies
Product documents to request before an apartment furniture order