Media package change approval: when one delivery item changes

A publisher moves one newsletter issue after your team approved a website and newsletter package. The fee may stay the same, but the offer has changed. Keep the earlier version and review the complete revised package before recording another decision. This checklist helps a buyer show the change to an approver without losing the unchanged commitments, original messages or delivery history.

Download the package change review worksheet (.txt)

1. Establish which version each person agreed to

Identify the offer your team approved, the publisher’s commitment and your team’s acceptance. These are separate events. An internally approved draft may not yet be an agreement, and a proposed revision does not silently replace one. Keep the original quote or insertion order, if used, beside the new publisher message. Label what is agreed, proposed or still unanswered.

2. Compare every item, including the unchanged ones

Retain the package total, currency, tax basis and extra charges. List the website page, position, devices and buying period, then each newsletter issue and send arrangement separately. Ask whether changed dates also affect creative responsibilities or materials deadlines. Record item prices only where explicitly quoted. An unchanged total does not establish that each item has the same value or that a late issue is acceptable.

The buyer should check whether the later issue still fits the brand’s launch. Dividing USD 2,800 across three items would create an internal allocation, not a publisher-quoted price or an automatic refund basis. Request clarification if the revised message is silent about the website period or other unchanged terms.

3. Give the approver the complete revised offer

Record the reason for the change, source, affected item and consequence for the buying objective. Recommend approval, clarification or decline. In Datacow, a fresh approval covers the exact revised offer; the old decision remains with its earlier version. Do not edit history to make the original approval appear to cover a later send date.

4. Confirm commitments and communicate the next action

Keep the publisher’s commitment and buyer acceptance with that same revised offer. An internal approval alone does not establish the publisher’s agreement. Tell the people handling creative and delivery review which version they should use, and record any agreed deadline change. Keep payment adjustments, delivery acceptance and any proposed remedy as separate decisions. A change request does not by itself settle an earlier shortfall.

5. Copy the change review record

MEDIA PACKAGE CHANGE REVIEW
Purchase / publisher / buyer: [references]
Current agreed offer: [version / original reference]
Proposed revised offer: [version / original reference]
Reason for change and publisher contact: [details]

Package total / currency / tax basis before: [as quoted]
Package total / currency / tax basis proposed: [as quoted]
Extra charges or credits: [explicitly supplied / unanswered]

Repeat for every delivery item, including unchanged items:
Item reference and type: [website / newsletter]
Earlier scope: [page and period OR issue / send arrangement]
Proposed scope: [exact terms / explicitly unchanged]
Creative or materials deadline impact: [details / unanswered]
Item price: [only if explicitly quoted; otherwise leave empty]
Source and unanswered question: [references / question]

Impact on other items or deadlines: [checked details / unanswered]
Buyer recommendation and reason: [approve / clarify / decline]
Internal decision: [person / exact revised offer / date / decision]
Publisher commitment: [exact revised offer / original reference]
Buyer acceptance: [exact revised offer / person / date]
People responsible for updated creative or review: [details]
Earlier commitments and delivery evidence retained: [references]

A proposed change does not silently replace an agreement.
Approval of an earlier offer does not approve the revision.

Carry the checked version into delivery review

Use the package quote checklist for the original purchase and the newsletter evidence checklist when each issue is due. In Datacow’s package workflow, your team records supporting evidence for each item. One visible website ad does not verify a newsletter send or marketing results.

Reviewing package changes repeatedly? Create a workspace to keep the original, checked versions and decisions together. Registration does not start an evaluation or charge; review evaluation access before the owner activates it.