Last updated: 2026-09-07
Give every request a stable line number
Keep one item on each line. Use these columns in a spreadsheet or written list:
| Field | What to enter | | -------------------------- | --------------------------------------------------------- | | Line | Your own reference, kept unchanged through quotation | | Reference brand and number | Both fields; preserve suffixes and punctuation | | Description and scope | Component, assembly or kit and required contents | | Equipment identity | Machine serial/VIN and engine plate when relevant | | Quantity and unit | Distinguish pieces, sets and kits | | Evidence | Photo filenames, label source and catalogue reference | | Priority | Needed-by date and whether partial shipment is acceptable | | Open questions | Unknown dimensions, versions or supply preferences |
Do not merge two lines just because their numeric part references look the same. Keep reference brand and actual offered manufacturer separate when reviewing quotations. A supplier's alternative number should be recorded as a proposed option, not silently overwrite the requested identity.
Add order-level information
Provide the delivery country and city, shipment preferences, and who should receive clarification questions. Keep commercially sensitive information in the private discussion. If some items are urgent, say whether they may ship ahead of the remaining list.
Reconcile the quotation against the original list
Check every original line for an offered option or an explicit unresolved status. Review manufacturer, supply type, quantity, unit price, freight, validity, delivery terms and outstanding identification conditions. Record substitutions and split shipments in writing before ordering.
The list is a request for review, not a commitment that every item can be sourced. Learn about consolidation and the quotation process, or discuss your list.