A direct media buying workflow, from quote to renewal.
Keep one fixed-fee publisher purchase and its website or newsletter delivery items together. Work with publishers your team already knows, using your existing conversations and payment method.
- Save the original quote. Forward from your registered mailbox or import an original .eml file. Review it in your private inbox before attaching it to a placement. Unknown conditions stay unknown.
- Compare the scope and fee. Check the actual price, currency, dates, position and restrictions. For newsletters, identify the issue, agreed date or both. Record why you recommend a choice. Use the publisher quote review, newsletter sponsorship workflow or website plus newsletter package workflow for the purchase you are handling.
- Record the named publisher’s response. Before requesting approval, save the response from the publisher contact named on the offer, link its original and record when it was sent. An existing quote email can supply this response if it supports the exact terms; an extra confirmation email is not required just to request approval.
- Approve the exact offer. Ask an authorized team member to decide on the checked terms. An approval stays with the version it covered; changed terms require a new decision.
- Record both commitments. Keep the publisher’s confirmation and your team’s acceptance with that same offer. Internal approval alone does not establish the publisher’s agreement.
- Review delivery and the next purchase. Record supporting evidence for each delivery item and your team’s conclusion. New website, newsletter and package purchases use evidence recorded by your team for each delivery item. Automatic page checks are available only for supported older website records and describe a point-in-time observation. Assign exceptions, record responses and review the remedy before resolving them. Accept delivery separately, then give a renewal its own offer and decision.
Prepare a comparable request
Use the website placement brief for page, position and device conditions, or the newsletter sponsorship brief for issue, send arrangement and materials deadlines. The media package quote checklist keeps those distinct items beside one quoted total.
Use history in the next purchase
Review earlier problems and add a follow-up for the new purchase. Reuse publisher contacts, product details and separate stable creative specifications. Earlier prices, schedules, approvals and delivery promises stay with the old purchase. Historical free text enters new terms only after you explicitly check that the current original supports it. For website purchases, use the renewal checklist to prepare that review.
Read or download a placement evidence pack with the originals, exact offers, approvals and delivery decisions. Archive completed or cancelled placements to keep their evidence while releasing active capacity.
Work through a delivery problem or revised package
Use the website ad discrepancy checklist for a missing or moved placement, the newsletter sponsorship evidence checklist after the send, or the package change approval guide when one item changes. Each resource keeps the agreed scope, available evidence and the next human decision visible.
Prepare authority and the insertion order before commitment
When an agency or named buyer acts for the advertiser, record who may act, the permitted scope, spending limit and source of authority. The media buying authorization template keeps that permission separate from the decision on a quote. Use the advertising insertion order template to assemble the exact website and newsletter terms with their source quote version, internal approval, publisher commitment and buyer acceptance.