1. Start with the exact identity
- Complete part number, including suffixes and revisions.
- Original manufacturer / brand.
- Equipment manufacturer, model and serial number.
- Clear photos of the part and nameplate.
- Quantity and delivery location.
2. Distinguish obsolete from merely unavailable
A part may be temporarily out of stock, superseded by a newer revision, discontinued by the manufacturer, or available only through aftermarket channels. These are different sourcing situations and should not be treated the same.
3. Define what alternatives are acceptable
State whether the requirement is Original only, OEM acceptable, Equivalent acceptable, or Open to alternatives. A replacement should only be considered after checking the technical parameters that matter for the application.
Important: Similar appearance or matching dimensions alone do not prove equivalence. Materials, ratings, tolerances, pressure, temperature, voltage, speed, certification and interface can all be critical.
4. For shutdown-critical requests
- Mark the RFQ as Shutdown Critical.
- State the required delivery date and site location.
- Send all available technical references at the first contact.
- Separate “must match” requirements from negotiable preferences.
5. What a useful quotation should clarify
Manufacturer, exact offered part number, whether the item is original/OEM/equivalent, country of origin where available, stock status, lead time, commercial validity and any technical deviation.
Send a structured RFQ →