Start with the complete identity

Photograph the machine plate and the component label before copying a part number into the enquiry. Include every suffix and separator. Add the engine serial number when ordering an engine component; the machine model and engine family do not always describe the complete engine configuration.

State where the component is fitted and what you need replaced. If a parts diagram is available, include the diagram reference and item number. Keep a stamped number and a number printed on old packaging as separate references.

Take photographs that show the connections

Send a complete view, a readable label and clear images of mounting faces, ports and connectors. Place a ruler in the same plane as the feature being shown, and label actual measurements on a separate sketch.

For a hydraulic pump, include the complete model suffix, regulator, shaft, flange and ports. For a turbocharger or water pump, show the housing orientation and mounting connections. Describe any variation between the old part and the proposed replacement.

Add the details for your part family

Select the relevant details below so the supplier can compare the component rather than guessing from a machine name.

  • Undercarriage: wheel or roller reference, mounting dimensions and machine version.
  • Bucket teeth: tooth system, adapter and pin/retainer references or photographs.
  • Hydraulic components: complete nameplate, control arrangement, shaft and ports.
  • Seal kits: cylinder reference, installation position, rod diameter, bore and kit contents.
  • Filters: existing reference, dimensions, thread or seal interface and required performance data.
  • Hose assemblies: internal diameter, length reference, end connections and operating conditions.
  • Engine parts: engine serial number, component reference and installation photographs.

Ask what the quotation will supply

State any brand preference and whether you will consider a replacement alternative. Ask the quotation to identify the actual supplied brand, part reference, condition and included items. A cross-reference helps identify a candidate; the final quote should describe the product being supplied.

For a kit, ask for its contents and quantities. For an assembly, clarify whether seals, gaskets, mounting hardware or other installation parts are included. List extra maintenance items separately.

Keep a reorder record

Once a part is matched, retain the quotation, confirmed photos or drawing, supplied reference and the machine it belongs to. Add the quantity installed and any remaining spare units. Future enquiries can start from that record rather than a worn label.

If the number is unreadable, begin with photos and the machine information. Explain which measurements you can obtain and ask which details will distinguish the remaining candidates.