Buying & Sourcing
How to Prepare a Bulk Excavator Parts RFQ List
Create a quotation-ready multi-item parts list that reduces clarification time and helps suppliers match, price and pack accurately.
Quick answer
A strong bulk RFQ uses one line per part and includes line number, machine brand and model, serial number where relevant, part name, part number, quantity, photo reference, required quality level, urgency and destination. Separate confirmed part numbers from items that still need identification, and name every photo to match its RFQ line.
Use a clean one-line-per-part structure
Do not combine several parts in one cell or send only screenshots from different conversations. A structured spreadsheet allows the supplier to track matching status, price, stock and remarks for every line.
Assign a permanent line number to each item. Keep that number unchanged during revisions so both sides can discuss the same part without confusion.
- Line number
- Machine brand and full model
- Part name and part number
- Quantity and unit
- Photo filename
- Buyer remarks and urgency
Separate confirmed and unidentified items
Mark whether each reference comes from a reliable label, parts manual, previous invoice or visual guess. Items without a confirmed number should include machine serial data and several photos.
This separation lets the supplier quote confirmed lines quickly while technical matching continues on uncertain lines.
- Confirmed part number
- Number requires cross-check
- No number—identify from machine and photos
- Alternative quality acceptable or not
Connect every photo to the correct line
Rename files using the RFQ line number, for example L015-overall.jpg and L015-nameplate.jpg. Avoid generic names such as image1 or WhatsApp Image because they are easily separated from the item during quotation.
Include an overall photo, number or nameplate, and connection or mounting details. Compress files enough for reliable sharing but keep labels readable.
- L001-overall
- L001-part-number
- L001-connector-or-port
- L001-installed-position
Add commercial and shipping requirements
State the destination city and country, preferred shipping method, target timing and whether partial shipment is acceptable. Heavy and small parts may require different packing and freight arrangements.
Define acceptable quality level per item instead of giving one vague instruction for the entire list. Mark critical items that require genuine or specific-brand supply.
- Destination and trade term requested
- Air, courier, sea or supplier recommendation
- Urgent lines and acceptable partial shipment
- Quality level by RFQ line
- Packing or labeling requirements
Recommended RFQ columns
| Column | Example | Why it matters |
|---|---|---|
| Line ID | L001 | Keeps discussions, photos and revisions aligned |
| Machine data | PC200-8 / serial number | Supports configuration checks |
| Part data | Hydraulic pump / reference | Defines requested item and search key |
| Quantity/quality | 2 pcs / verified aftermarket | Prevents scope and price misunderstanding |
| Photo reference | L001-nameplate.jpg | Connects visual evidence to the line |
| Destination/urgency | Lima, Peru / machine down | Supports freight and priority planning |
Buyer checklist before requesting a quote
- One permanent line number per part
- Full machine model and serial data where needed
- Part number source identified
- Photo filenames matched to RFQ lines
- Quantity, unit and acceptable quality level
- Destination, urgency and shipping preference
Frequently asked questions
Should I remove lines the supplier cannot quote?
Keep the original line IDs and mark the status. This preserves the audit trail and prevents line numbers from shifting.
Can I send photos without a spreadsheet?
For a few parts, yes, but a structured list is much safer for bulk requests and revisions.
Should urgent and stock items be in the same RFQ?
They can be in one file if clearly marked, but separate priority and shipping instructions help the supplier plan partial shipment.