Define inclusions and exclusions
Ask for diagnosis, labor basis, equipment or parts, travel, freight, configuration, testing, reporting, and approval-related work to be identified. List exclusions and assumptions, including access and available information.
Separate budget from commitment
A preliminary budget helps planning but should be labelled as such. Ask for quotation validity, payment terms, purchasing requirements, and the conditions for starting work. No work is authorized merely because a customer downloaded a brief.
Set change rules
Agree who can approve additional time, replacement parts, repeat attendance, or an alternate delivery route. Require the revised scope and cost basis to be recorded before extra work, except as separately agreed for a genuine safety situation.
Information to prepare
- Outcome, equipment, and scope
- Port window and access assumptions
- Budgetary or firm-quote request
- Purchaser and change-approval authority
This page is a planning aid. It does not authorize equipment changes, replace manufacturer instructions, determine vessel readiness, or establish a company approval. Use the vessel’s procedures and an appropriately qualified and approved delivery route.