I've written request accepted and loading conditions established. Who should define the conditions behind the second one?

Have the machine supplier and integrator define those conditions together with the people responsible for the machine and cell safety functions; renaming the ordinary response alone cannot establish permission to enter.

Draw the gap between those events. What can the machine still be doing after it accepts the request? Ask them to tell you, don't fill it with what you hope.

Supplier says its preparation sequence is still running during that gap. The integrator had assumed preparation was complete before the response.

Put that exact mismatch in the meeting notes. You don't need a nicer synonym for ready; you need the integrator's sequence to stop assuming preparation has already finished.

What will the operator screen call that preparation stage?

No screen text proposed yet. We only have the interface names and a rough sequence sketch.

I'd keep the stage visible. Our users interpreted a blank pause as a fault and kept calling maintenance. The machine was doing exactly what its programmer expected, a secret shared by one person.

Has the supplier now described how preparation completion is communicated, or only agreed that preparation occurs?

Only agreed that it occurs. Thank you Theo, I was about to write that the loading response was settled when we still don't have it defined.

Ask what happens when preparation cannot finish as well. An interface that describes only the good route leaves the support call waiting inside the first awkward job.

Both teams are adding preparation complete, failed and interrupted cases to the draft. We haven't agreed clearing or restart rules.

Who keeps the agreed copy when they do finish? Two supplier PDFs drifting apart would put you right back here.

Our integration lead owns the master copy. Both suppliers must review changes against it. I have added that ownership already.

And the operator words need to come from that copy too.

Will you post whether the teams agree the incomplete-preparation case, since that is where their original meanings would have led to very different behaviour?

Yes. That case remains an explicit open item. No implementation approval until the machine, integration and safety reviews are complete.