Frequently asked questions

You send us the part number, the model designation or a description of the part you need, by phone, by email or via the contact form. We determine the requirement, obtain quotations from various suppliers and clarify technical details. You then receive a quotation with specific options, prices and delivery times. We only place the order with the supplier once you have ordered from us.

Read more: ContactProcurementThe perfect spare parts enquiry: 12 details that save days

By phone, by email or via the contact form on our website. You can reach our head office in Hamburg on +49 40 766189 0. Contact details for our locations in the USA, Mexico, Brazil, Argentina, China and Portugal are on the contact page.

Read more: ContactLocations

Industrial parts rarely have fixed list prices. The price depends on specification, manufacturer, quantity, availability and destination, and it changes with market conditions. For every enquiry we therefore identify the most economical offer and state the price, availability and delivery time in our quotation.

Read more: The real reason why Top MRO Suppliers do not show prices onlineRequest for quotation (RFQ)

You receive specific options with prices and delivery times. This can be the original part or, if you allow it, a technically equivalent alternative. Tell us your priorities, such as cost, delivery time or environmental footprint, and we will take them into account when selecting the supplier.

Read more: ProcurementAlternative part (equivalent part)

No. The enquiry serves to identify the sourcing routes and options for a part. You decide whether to order on the basis of our quotation. We only place the order with the supplier once you have ordered from us.

Read more: Contact

That depends on the part, the supplier and the destination, so a general figure would not be reliable. We state the delivery time in our quotation, together with the price and options. If delivery time matters more to you than price, let us know and we will take this into account when choosing the supplier.

Read more: Spare parts managementFriday, 4.40 pm, the line stops: emergency spare parts procurement

State the reason and a realistic target date in your enquiry, and make clear whether it is a standstill, planned maintenance or restocking. This allows the right sourcing route to be chosen. Also tell us whether an equivalent part or a successor model is acceptable, as this often opens up faster options.

Read more: Friday, 4.40 pm, the line stops: emergency spare parts procurementDowntime costsSpare parts management

Yes. For maintenance shutdowns or restocking, a spreadsheet with one row per item and the details as columns helps, for example manufacturer, complete part number and quantity. Number the items and name photos with the same number. This keeps even a long list clear, and any questions can be assigned unambiguously.

Read more: The perfect spare parts enquiry: 12 details that save days

Yes. After-sales service is part of our process, just like technical clarification before the order. We continuously follow up on orders placed, and we remain your point of contact for any questions about a delivered part.

Read more: Spare parts managementContact

At a minimum, the part number, the model designation or a description of the part. The more details we have, the more targeted our search: manufacturer, complete part number, a photo of the nameplate, serial number, quantity, target date and country of delivery. You will find a checklist with twelve details in our blog.

Read more: The perfect spare parts enquiry: 12 details that save daysManufacturer part number (MPN)

A photo is the best safeguard against transcription errors. It shows the manufacturer, part number and often further technical data at a glance. Photograph the plate from the front, in focus and in full, without reflections, and send the image in its original resolution. A photo of the part without the nameplate, on the other hand, usually leads to follow-up questions.

Read more: The perfect spare parts enquiry: 12 details that save daysManufacturer part number (MPN)

In automation technology in particular, variants often differ only in the last characters. A missing suffix can mean a different voltage, a different connection or a different firmware version. Please therefore provide the order number with all suffixes, hyphens and version details.

Read more: Manufacturer part number (MPN)The perfect spare parts enquiry: 12 details that save days

Send us what you have anyway: photos of the part and how it is installed, dimensions and the application. Key technical data then become the most important substitute, for example output, voltage and speed for motors, or dimensions for bearings. Tell us openly what is missing so that we can ask targeted questions.

Read more: The perfect spare parts enquiry: 12 details that save daysObsolete parts

For motors: output, voltage, frequency, speed, mounting type and shaft diameter. For bearings: inner and outer diameter, width and sealing. For valves: function, connection size, operating pressure and coil voltage. For sensors: design, switching distance, output and connection. For seals: dimensions, material, medium and temperature.

Read more: Electric motorRolling bearingSolenoid valveThe perfect spare parts enquiry: 12 details that save days

A front-on photo of the nameplate, an overview photo and a close-up. Photos of the installed part show the design, connections and mounting. For dimensions, a folding rule or calliper in the picture helps; for connectors, a shot from the front. Send the images in original resolution rather than compressed via a messaging app.

Read more: The perfect spare parts enquiry: 12 details that save days

Yes. If a part requires specific documentation, such as a mill test certificate, a certificate of origin or a declaration of conformity, or if there are requirements for packaging and marking, these belong in the enquiry. Mentioning them only after the order risks delays.

Read more: EN 10204 (inspection documents)Certificate of originEU declaration of conformity

The country determines import regulations and documents, and sometimes also which version of a part is permitted. If it is missing from the enquiry, the quotation has to be recalculated later. Please therefore include the plant, address and country straight away.

Read more: The perfect spare parts enquiry: 12 details that save daysCustoms tariff number (HS code)

Ideally someone who can answer technical questions. This is often a person from maintenance rather than purchasing. A phone number that can be reached during the day often saves more time than any written explanation.

Read more: The perfect spare parts enquiry: 12 details that save daysMaintenance

MRO parts, meaning all parts that keep plants, machines and operations running: from bearings, seals and drive components to spare and wear parts. In addition, there are C-parts and direct materials, from small screws to large CapEx industrial goods. Obsolete and discontinued parts are also included.

Read more: ProcurementMRO (maintenance, repair and operations)Wear parts

Yes. For every part we obtain quotations from various suppliers, across manufacturers and countries. Instead of coordinating many suppliers yourself, you work with one partner. Your supplier base becomes smaller, and we combine parts from different suppliers into joint deliveries.

Read more: Procurement outsourcingSupplier consolidationGlobal sourcing

No. KTB is not an authorised distributor of the brands mentioned on the website. We procure parts through our worldwide supplier network. The manufacturer and part number serve to identify the required part unambiguously.

Read more: ManufacturersProcurement

Send us the manufacturer and part number anyway. The product and manufacturer pages show only a selection of what we procure. We search our worldwide supplier network and check the sourcing routes, including for hard-to-find parts.

Read more: ProductsManufacturersContact

Yes. Even for small requirements and C-parts, we obtain quotations from various suppliers, so you get a genuine comparison of several sources. The range extends from small screws to large CapEx industrial goods.

Read more: C-parts managementProcurement outsourcing

Yes. For direct materials and wear parts that are needed regularly, we set up precisely tailored delivery programmes. This reduces the effort involved in recurring orders and helps to avoid downtime.

Read more: ProcurementWear parts

MRO stands for maintenance, repair and operations. It covers all parts and materials that keep plants, machines and operations running but do not go into the end product, such as bearings, seals, drive components and wear parts.

Read more: MRO (maintenance, repair and operations)What is MRO? The parts you only notice when they are missingMRO procurement

Yes. In addition to spare parts, KTB also procures large CapEx industrial goods. For such purchases we offer tailored interim financing concepts to enable the fastest possible deliveries.

Read more: ProcurementFinancing

Yes. Industrial automation parts are as much part of our daily work as bearings, seals and drive components. In the product list you will find, for example, sensors, pumps, valves, cylinders and electric motors. The key to the search is the manufacturer's complete part number.

Read more: Programmable logic controller (PLC)Frequency inverter (VFD)Hydraulic pumpPneumatic cylinder

Yes. Finding obsolete, discontinued and hard-to-source parts is one of our core strengths. We search our worldwide supplier network, look for remaining stock and check all sourcing routes. If the original can no longer be obtained, we look for technically equivalent alternatives.

Read more: Obsolete partsObsolescenceObsolescence management: when the manufacturer says ‘discontinued’

A commitment in advance is not possible, because availability depends on the individual part. We check sourcing routes worldwide and also look for technically equivalent alternatives. We then get back to you with the options found, including price and delivery time, and you decide.

Read more: Obsolete partsEnd of life (EOL)

A part that meets the technical requirements of the original but may come from a different manufacturer or a different product series. We identify such alternatives and clarify the technical details with you. You always decide whether it is used in your plant.

Read more: Alternative part (equivalent part)Obsolete parts

Yes. Tell us whether an equivalent part from another manufacturer or a successor model may be offered, and who gives the approval. This information often opens up faster or more economical options. Without it, we do not know whether we may offer a successor model.

Read more: The perfect spare parts enquiry: 12 details that save daysAlternative part (equivalent part)

Obsolescence management means recognising component discontinuations early and planning replacements before a plant comes to a standstill. This includes the question of how a part can be procured once the manufacturer no longer supplies it. KTB supports your maintenance team with this procurement.

Read more: Obsolescence managementProduct discontinuation (PCN/PDN)Last time buy (LTB)

The part number, model designation or a description of the component, ideally with a photo of the nameplate, photos of the installed part and details of the application. The application is particularly important when alternatives are being assessed. If you do not know the exact part, ask us about alternatives.

Read more: Obsolete partsThe perfect spare parts enquiry: 12 details that save days

Yes. The goods arrive at our own central warehouse in Hamburg. There our staff check quality and quantity before the parts are sent on to you. Every product is marked, labelled and released by experienced inspectors.

Read more: InspectionIncoming inspectionQuality inspection

We clarify technical uncertainties with the respective manufacturer before the part is made available, so that only flawless parts go out. This lowers the complaint rate for customers and manufacturers.

Read more: Inspection

Our export packaging meets international standards and protects the parts on their way to the customer. The ISPM 15 standard applies to wooden packaging in international trade. Ideally, state any packaging or marking requirements in your enquiry.

Read more: Inspection

Discrepancies are detected while the goods are still with us centrally and not yet with you. This reduces complaints and the workload in your goods receipt. You receive only complete, quality-checked goods.

Read more: InspectionPre-shipment inspection (PSI)

In an incoming inspection, delivered goods are checked against the order: are the part, quantity and condition correct? At KTB it takes place in our own central warehouse before the parts are sent to you. If you also include the manufacturer, complete part number and quantity in your order, your own goods receipt can check them in the same way.

Read more: Incoming inspectionInspection

You transfer procurement tasks to us as an external purchasing service provider. This covers determining requirements, supplier enquiries, selecting the supplier, following up on orders, inspection in our own central warehouse and delivery. The decision on every order remains with you.

Read more: Procurement outsourcingProcurement outsourcing

Yes. C-parts have a low unit value but generate many line items and orders. We take care of enquiries, supplier comparison and follow-up for indirect materials and C-parts. This lets your purchasing department concentrate on strategic topics.

Read more: C-parts managementIndirect procurementProcurement outsourcing

You order from one partner but are not tied to a single source. For every part we obtain quotations from various suppliers and choose according to your priorities: cost, environmental footprint or delivery time. This way you combine less coordination effort with a comparison of several offers.

Read more: Single sourcingProcurement outsourcing

Spare parts management covers the planning, stocking and procurement of spare parts. KTB takes on procurement: determining requirements, selecting suppliers, following up on orders, inspection in the central warehouse and delivery. Planning and stocking remain in your hands.

Read more: Spare parts managementSpare parts managementSafety stock

Through an efficient supply of spare and wear parts: we search for the right part worldwide, clarify technical details and continuously follow up on orders. For parts needed regularly, we set up tailored delivery programmes. If a part has been discontinued, we look for technically equivalent alternatives.

Read more: Spare parts managementDowntime costsCritical spare parts

With several levers: terms with manufacturers and suppliers, bundling of suppliers and orders, fewer complaints thanks to inspections in the KTB warehouse, and a smaller supplier base. These levers work together and look at the total cost of procurement rather than just the unit price.

Read more: Cost optimisationTotal cost of ownership (TCO)Spend analysis

Yes. We obtain quotations and select the right supplier according to your priorities, but you decide on every order. We only place the order with the supplier once you have ordered from us. We then continuously follow up on the orders placed.

Read more: Procurement outsourcing

Yes. KTB develops individual financing concepts for international trade, such as interim financing, to secure liquidity and make the required parts available. Which solution is right depends on the individual case. Please get in touch with us about this.

Read more: FinancingCost optimisation

Yes. KTB sources worldwide and delivers internationally to industrial customers, across sectors and countries. We handle export and customs clearance as part of procurement, so that the ordered part reliably reaches its destination.

Read more: ProcurementLocationsExport declaration

Our headquarters are in Hamburg. Further locations are in Miami (USA), Monterrey (Mexico), São Paulo (Brazil), Córdoba (Argentina), Shanghai (China) and Porto (Portugal), plus a representative office in Riyadh (Saudi Arabia). This means you can reach us across seven time zones.

Read more: LocationsContact

Our multilingual team, with employees from 26 nations, bridges language and cultural barriers, both in conversations with you and with suppliers worldwide. The website is available in German, English, Spanish, French, Italian, Portuguese and Chinese.

Read more: About usContact

For industrial customers from many sectors, including steel, paper, chemicals, petrochemicals, cement, mining, energy, water, food, beverages, textiles and healthcare. Thanks to cross-sector experience, we know the technical requirements of different branches of industry.

Read more: About usSpare parts management

Yes. At KTB, export and customs clearance is part of procurement. This means you can receive parts from other countries without having to organise foreign trade yourself. Please state the country of delivery in your enquiry, as it determines import regulations and documents.

Read more: Export declarationCustoms tariff number (HS code)EORI number

Yes. With our own companies in the USA and China, we also have a local presence in these markets. KTB USA in Miami supplies customers worldwide with spare parts from the USA, and KTB China is based in Shanghai.

Read more: LocationsGlobal sourcing

KTB is a family business from Hamburg, founded in 1976 and now run by the second generation. We specialise in the worldwide procurement of spare parts, MRO parts and industrial components. More than 160 employees from 26 nations work for industrial customers from many sectors.

Read more: About us50 years of KTB - More than an anniversary. An attitude.

Since 1976. KTB was founded in Hamburg by Bringfried Kitzinger and three partners as an import and export company. Since 1979 the focus has been on spare and wear parts as well as machine and plant components. Today the family business is run by the second generation.

Read more: About us50 years of KTB - More than an anniversary. An attitude.

More than 800 customers from a wide range of sectors work with KTB. Some customers in various countries handle their MRO procurement exclusively through us.

Read more: About us

In the KTB glossary we explain technical terms from procurement, maintenance, spare parts and foreign trade briefly and clearly, from MRO and obsolescence to incoming inspection. Each term comes with a short definition, a practical example and answers to frequently asked questions.

Read more: GlossaryMRO procurement

With the converter you can convert units, for example temperatures between degrees Celsius, degrees Fahrenheit and kelvin, or lengths between millimetres, metres, inches and feet. This helps when technical data from different countries come together.

Read more: Converter

Through our worldwide network, suppliers reach more customers and gain in KTB a locally based, financially sound partner. This means greater payment security and less effort with export business. Our multilingual team makes communication easier, and many business relationships have existed for years.

Read more: Partners

Yes. KTB regularly advertises positions in various areas of wholesale and foreign trade, at its head office in Hamburg and at its locations worldwide. New apprentices start in Hamburg every year. You will find current vacancies on the careers page.

Read more: Careers