The short answer
Keep references, vehicle details and quantities together. Make unknown details visible rather than guessing before a quotation.
1. Keep the source of each number.
Record whether a number comes from the vehicle maker, an existing part label, a supplier or another reference source.
2. Separate references from alternatives.
Put the requested number and any proposed alternative in different columns. Similar text is not evidence of interchangeability.
3. Match the vehicle information.
Attach relevant vehicle details and record front or rear and left or right when the position matters.
Example format
| Part | Reference | Vehicle | Quantity | Open question |
|---|---|---|---|---|
| Brake pads | To confirm | Vehicle details attached | 20 sets | Confirm front axle |
Illustrative format only; not a live order or supply record.
Before you send it
- Keep references and quantities on separate lines.
- Attach labelled photos when a reference is unclear.
- List open questions for review.
