Every MRO supplier knows these enquiries. \u201cPlease quote for a motor, 4 kW.\u201d \u201cWe need the valve from line 2, same as last time.\u201d \u201cPhoto attached.\u201d The photo shows a part, but no nameplate.<\/p>\n
What follows are follow-up questions. Each one costs half a day to a full day, because answers take time to arrive. After three follow-up questions, a week has passed before there is even a quote.<\/p>\n
This checklist shows the twelve details a spare parts enquiry needs. Not every enquiry needs all of them. But the more of them you provide, the faster and more accurate the quote will be.<\/p>\n
The name of the manufacturer, exactly as it appears on the nameplate. Watch out for takeovers: many brands now belong to other groups. Give the name on the part, not the current group name. The supplier can make the connection itself.<\/p>\n
The complete order number with all suffixes, hyphens and version details. In automation technology in particular, variants often differ only in the last few characters. A missing suffix can mean a different voltage, a different connection or a different firmware version.<\/p>\n
A sharp, complete photo. No reflections, no cropped edges. The photo is the most important safeguard against transcription errors. If the plate is dirty, clean it carefully before taking the photo.<\/p>\n
The serial number of the part and, if it belongs to a machine, that of the machine as well. For special versions, the manufacturer can use the serial number to trace the exact configuration.<\/p>\n
In which machine, in which assembly, for which function? \u201cDrive for the outfeed conveyor\u201d helps more than \u201cline 2\u201d. The application is particularly important when alternatives are being checked.<\/p>\n
One or two photos of the installed part showing connections, mounting and surroundings. These reveal the design, connection type and available space.<\/p>\n
If the nameplate or part number is missing, technical data are the most important substitute. Depending on the part, these include, for example:<\/p>\n
A good enquiry answers the follow-up questions before they are asked.<\/p><\/blockquote>\n
Part C: What is expected?<\/h2>\n
8. Quantity<\/h3>\n
How many pieces are needed? And is there demand for additional parts in stock? Sometimes a slightly larger quantity is cheaper per piece or saves a second order.<\/p>\n
9. Realistic target date<\/h3>\n
When does the part need to be where? Be honest. If every enquiry is marked \u201curgent\u201d, the word loses its meaning. Distinguish between downtime, planned maintenance and restocking.<\/p>\n
10. Delivery location and country<\/h3>\n
Where is the part going? Plant, address, country. The country determines import regulations, documents and sometimes also which version of a part is permitted.<\/p>\n
11. Alternatives allowed?<\/h3>\n
May the supplier offer an equivalent part from another manufacturer or a successor type? If so, who checks and approves it? This detail often opens up faster or cheaper routes.<\/p>\n
12. Documents and requirements<\/h3>\n
Does the part need specific evidence, such as a mill test certificate, a certificate of origin or an EU declaration of conformity? Are there requirements for packaging or labelling? If you only mention this after the order, you risk delays.<\/p>\n
Bonus: the right contact person<\/h2>\n
Name a person in the enquiry who can answer technical questions. Often this is not the buyer but someone from maintenance. A phone number that can be reached during the day often saves more time than any written explanation.<\/p>\n
Template to copy<\/h2>\n