MeridexionAn enquiry with an engine model, a part number and a quantity can usually be quoted the same day. “Please quote filter for main engine” can’t. The gap between those two emails is about ten fields, and this page is that list – copy it into your own template if it helps.
The cheapest quote usually leaves something out. It is worth asking what.
The ten fields that make an RFQ complete
- Engine make, model and serial number — the serial number fixes the build standard.
- Part name and part number — as printed in the maker’s catalogue, on the drawing, or on the nameplate.
- Quantity and unit — pieces, sets, or per cylinder / per engine.
- Quality preference — genuine OEM, OEM-equivalent, or best available alternative. If both are acceptable, say so.
- Required delivery date — and whether it is a hard date tied to a sailing or a yard period.
- Destination — port and country, or shipyard name.
- Incoterm and shipping method — EXW, FOB, CIF, or DAP; air freight, courier, or sea freight consolidation.
- Certificate requirement — mill certificate, inspection report, or class certificate, and which society.
- Vessel details — vessel name and IMO number, needed for spares-in-transit documentation.
- Contact and decision-maker — who answers technical questions, and in which time zone.
Copy-paste enquiry template
Vessel: [name] / IMO [number]
Engine: [make] [model], serial [number]
Part required: [name], part number [number], quantity [n]
Quality: [genuine OEM / OEM-equivalent / alternative acceptable]
Certificates: [mill certificate / inspection report / class certificate — society]
Delivery by: [date], to [port or yard, country]
Terms: [EXW / FOB / CIF / DAP], [air / sea]
Attached: [photo, drawing, catalogue extract]
This takes about two minutes to complete and removes almost all follow-up questions.
When you don’t have the part number
It is common, especially on older engines and on components supplied by sub-makers. In that case substitute the following, and say explicitly that the number is unavailable:
- Photograph of the nameplate — the single most useful item.
- Photograph of the part with a scale — tape measure or ruler in frame.
- Key dimensions — diameter, length, bolt pattern, thread size.
- Position in the system — for example “lube oil cooler, sea water side, end cover seal”.
- Engine model and serial number — still essential, because it constrains the search.
Most parts can be identified from this. Where they can’t, a supplier should tell you quickly rather than hold the enquiry open.
Mistakes that add days
Summarised:
| Mistake | Consequence | Fix |
|---|---|---|
| Part number without engine model | Supplier can’t confirm the variant | Always give make, model and serial |
| “Equivalent acceptable” with no certificate requirement stated | Quote arrives without documentation, has to be redone | State the certificate up front |
| No destination | Freight can’t be priced | Give port or yard and country |
| Ten separate emails for one docking list | Ten delivery dates to chase | Send one consolidated list, grouped by system |
| Urgency not stated | Standard lead time quoted for an off-hire vessel | Say if the vessel is stopped and the date it sails |
What you should get back
A quotation worth accepting states: the part as confirmed, whether it is genuine or equivalent, the quantity, unit and total price validity, lead time to dispatch, certificate included, packing standard, and shipping terms. If any of those is missing, ask before you order — not after.
Send the list once, complete, and the reply comes back the same working day. See how sourcing works for the sequence after the enquiry, or go straight to request a quotation.
Questions we get asked
What is the fastest way to get a marine spare parts quote?
Send engine make, model and serial number, the part name and number, quantity, quality preference, required delivery date and destination in one message. With those present a quotation is normally returned within one business day.
Can I send a whole docking list as one enquiry?
Yes, and it is better. One consolidated list gets one quotation, one shipment and one delivery date to manage. Group it by system so the parts can be matched to the right suppliers.
Do I need the part number?
Preferably, but not necessarily. A nameplate photograph, dimensions and the engine model are usually enough to identify the part. State clearly that the number is unavailable so the supplier searches by identification rather than by catalogue.
Which shipping terms should I ask for?
For urgent single parts, air courier to the port. For planned lists, sea freight consolidation under FOB or CIF. For a yard period, DAP to the yard often simplifies customs handling. Ask for both if you are unsure of the schedule.
Send us the details
Engine make, model, part number and quantity. If you only have a photo and a description, send that – we will work from it.