Direct answer: When a proposed vehicle differs from the purchase brief, record the change, check its evidence and obtain a written decision for each affected unit before release.
Freeze the agreed version before reviewing a replacement
For an importer procurement manager, a substitution decision starts with the approved purchase brief. Record model, steering position, powertrain, trim, software and approval-relevant equipment. Identify which substitutions require written buyer approval. A familiar badge or similar exterior cannot establish that two versions are equivalent.
Use one change log for the affected vehicles
Give each proposed change an identifier. Link it to the order line and vehicle identifier when assigned. Put the agreed specification and proposed specification side by side, with dated supporting documents, the reason given for the change, and the person responsible for closing the question. Separate confirmed evidence from information still requested.
Review the consequences before accepting the change
Ask whether the replacement changes the documents needed for the destination, diagnostic access, routine parts, operating instructions or the customer-facing description. Request confirmation from the responsible local registration and service teams; an export-side description cannot establish local acceptance. Review agreed commercial terms separately rather than assuming a technical comparison settles price or timing.
Count open decisions without hiding the affected units
For illustration only, suppose an order contains 12 vehicles and 2 have substitutions awaiting a decision. Then 10 of 12 units have no open substitution decision, or about 83.3%. This is arithmetic, not a Tormays order, quality result or release threshold. The two affected units still need individual written decisions; the percentage alone does not authorize shipment.
Close the record with a verifiable release decision
Record accept, reject or request further evidence, the decision owner and date, and any condition that must be met. After an accepted correction or substitution, obtain updated version documents and condition evidence for the affected vehicle. Keep the prior brief and change history so the receiving team can see what was approved. Unaffected units should be considered separately under the actual order and shipment agreement.
A practical next step for the buyer
Start a comparison sheet with the agreed version, proposed change, affected vehicle, evidence link, local review owner and written decision. Tormays can help coordinate vehicle-version and export-side information; the buyer and relevant local specialists must confirm destination requirements and service scope. This guide does not establish current stock, brand authorization, homologation, delivery timing or a completed customer project.
Related decision guides
Inspection and shipment evidence · Dealer handover readiness
Buyer-specific vehicle export solutions · Export coordination services · Vehicle export FAQ