When this applies
- You hold an original, spare or failed component
- You need a faithful functional replacement
- Documentation does not exist or is unreliable
- You can ship the sample or arrange collection
Shipping the sample
Send the part in the condition it is in — do not clean off wear patterns, grind edges or attempt repairs first. Include a return instruction, label the package with your reference, and photograph the part before it ships so both sides agree on its condition.
- Label the part with your enquiry reference
- Say whether the sample must be returned
- Include mating parts if the fit matters
- Note anything that is damage rather than design
Tell the shop what to preserve and what to fix
Mark the surfaces that matter. A quick annotated photo showing "this bore locates the bearing", "this face seals", "this corner cracked" converts a copying exercise into an engineering one, usually at no additional cost.
First article, then quantity
On sample-based work, running one piece and fitting it before releasing the rest is cheap insurance. Ask for that sequence explicitly in the enquiry so the quote is structured for it.
RFQ checklist
Include these in your request and suppliers can quote without a round of questions.
- Photographs of the sample before shipping
- Which features are functional versus cosmetic
- Material if known, or a request to identify it
- Return requirement for the sample
- Quantity, including spares