Restate the original requirement
Find the quantity and target approved for the first order. A refill enquiry concerns the service's written coverage for that purchase. A request to increase the target beyond the original scope is a separate commercial decision even if it uses the same metric.
Check coverage before spending
Review the refill window and any qualifying conditions, then ask for a decision if needed. Do not assume every drop is covered, and do not buy a replacement while an approved refill may still be delivered without coordinating the two requests.
Quote additional scope separately
If the client wants more than the original requirement, create a new approved line item. Keep its charge and identifier distinct from any coverage adjustment. This prevents an agency from describing paid extra units as a free remedy.
Decision checklist
| Decision | What to check |
|---|---|
| Original | Approved purchase scope |
| Coverage | Eligible replacement terms |
| Addition | Newly authorized quantity |
Worked example
A hypothetical original order is 1,000 units. A client later asks for 1,500 total ordered units. The extra 500 is new scope; any separate coverage question about the first 1,000 should be resolved under its own terms.
Example figures explain the decision; they are not current prices or promised results.