The farm dropped the bulk oats. You have twelve members who ordered them. You posted in the shift chat. Three people said "fine." The member who ordered the largest bag does not work that shift and has not seen it. The cutoff is tomorrow at noon.
A coop order change is a line item and a clock. People will show up expecting a bag unless someone recorded a choice.
One member, one line
"The 25lb oats are gone. I can put you down for 10lb at the same unit price, or cancel that line and refund the hold, yes or no by tomorrow 11am." That is a decision.
A message that also asks whether they can take an extra cheese share and cover Thursday receiving is three asks. You will get the easy yes and a missing bag.
Give the cutoff in a named timezone if members are not all local. An honest deadline is before your cutoff, not after. "If I do not hear by 11am, I cancel the oats line and leave the rest of your box." A default that substitutes an item they did not order is how you get a fridge fight.
No catalog file. Write the item and the quantity. If the member portal already shows the box, name that page.
Who you write to
Write to the member on the order, not the whole receiving shift. The shift can be told after the line is settled.
They need no account. The mail is the product. The reply is the point: "10lb." "Cancel." One line. Say that is enough.
You approve the wording. The buyer's assistant does not change orders as the coop. If you use Claude and a co-buyer uses ChatGPT, the member reads one briefing.
Use the name on the membership list, not a private nickname from the shift chat.
Twelve members is twelve sends of the same shape with their quantity filled in. That is slower than a blast and it is why a blast fails: the person with the large bag never sees it.
What this is not
It is not a debate about the farm. It is not a membership philosophy. A missing SKU is a missing SKU.
It is not medical or diet advice. You can state what is in the box. You cannot tell someone what they should eat.
If the delay is the whole drop, say the later pickup window in the same closed way: one window, one yes, a default that does not leave food on a stoop.
If your assistant already has the order sheet, let it draft the one-line choice. You read the quantities. Then members can answer before the cutoff.