The short answer
Keep references, vehicle details and quantities together. Make unknown details visible rather than guessing before a quotation.
1. Create one line per requirement.
Keep each reference, vehicle and quantity together. Separate different specifications even when the descriptions look similar.
2. Record what you know.
Add the OE reference, part description, quantity and unit, vehicle make and model, year, engine and chassis details where available. Include the destination country.
3. Mark uncertainty clearly.
Use “to confirm” for unclear references or vehicle details. A photo of the item and its markings can help explain the question.
4. Add order-level notes.
List packaging preferences, proposed timing and questions about mixed orders. Treat these as requirements to discuss, not confirmed terms.
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.
