Use one line for each item
List manufacturer, equipment model, exact part number if known, description, and quantity. Distinguish a complete assembly from a consumable or subcomponent. Mark uncertain identifiers clearly rather than substituting a similar number.
State procurement constraints
Specify whether alternatives, exchange units, repaired units, or only new items are acceptable. Ask for written compatibility confirmation and any traceability or documentation requirements. A request for an alternative is not authorization to substitute one.
Define delivery and commercial terms
Provide the delivery port, requested date, receiving agent, and any known shipment restrictions through the agreed route. Ask the quote to state availability date, lead time, freight, taxes, exclusions, return conditions, and validity. Lead time remains an estimate until the supplier confirms it.
Information to prepare
- Part number, model, and quantity
- New / exchange / alternative preferences
- Port and needed-by date
- Documentation and delivery requirements