Direct answer
A substitution is acceptable only when the buyer can see exactly what changed and confirm that the alternative still performs the same commercial or design role. The process should preserve traceability from the original approval through the revised packing and loading records.
Why substitutions happen
Living material changes. A previously selected tree may become unavailable, suffer damage, grow outside the agreed shipping envelope or require preparation that changes its visible form. Wholesale batches may also develop a shortage inside one size or form grade. These situations require a controlled decision, not a silent replacement.
1. Identify the affected item
State the original tree ID or batch, quantity, location in the BOQ and reason for replacement. Keep the original evidence available so the buyer can make a direct comparison.
2. Use the same evidence standard
Photograph and measure the substitute using the same angles, scale references and measurement definitions used for the original. Do not compare a detailed approved record with one attractive but incomplete photograph.
3. Compare the attributes that matter
- Botanical identity and tree form
- Overall height and crown width
- Clear trunk and trunk measurement where specified
- Crown balance and branch distribution
- Trunk, buttress and aerial-root character
- Root-ball or container preparation
- Current condition and visible defects
- Prepared shipping dimensions
4. Judge the project role, not only the size
For a hotel arrival, plaza focal point or other prominent position, silhouette and character may be more important than matching height alone. In a repeated avenue or wholesale grade, consistency with neighboring trees or the approved batch may carry more weight.
5. Highlight every variance
List the differences plainly. Mark each variance as within tolerance, commercially acceptable with approval, or outside the requirement. If a change affects price, container planning, installation or maintenance, record that consequence before approval.
6. Give the buyer a clear decision
Use three outcomes: approved, approved with recorded exception, or rejected. Avoid ambiguous replies such as “looks okay” that cannot later be tied to a specific tree and evidence set.
7. Update downstream records
Once approved, replace the item in the final selection list, packing plan, labels, invoice or packing list drafts where applicable, and the pre-loading inspection schedule. Archive the old and new records together.
Red flags that should stop approval
- The substitute label or identity is unclear
- Measurements use a different method
- Only close-up images hide the full form
- A major structural difference is not explained
- The substitute changes the loading plan without review
- The record is being changed after packing without fresh evidence
GLOBAL FICUS can maintain a traceable selection and substitution record across multiple Shaxi supply options. Describe the form and tolerance you require.