01
Define what the supplier is being asked to supply
State whether the request concerns an existing replacement part, a reference sample for comparison, or development from a drawing. These requests require different evidence. A supplier quoting a stocked aftermarket part should identify its application and specification; a development quote should identify the work needed to reach an approved sample.
Include the customer part number and the OEM or catalog reference where available. Keep the seller’s proposed number in a separate field. Describe the installation position and unresolved engine, equipment or build-period conditions instead of treating the vehicle name as a complete specification.
02
Build a reference pack around the VIN and OEM number
A VIN decoder provides vehicle information. The part selection still needs a catalog reference and application review. Attach relevant catalog notes, the date consulted and photographs of the existing component, including labels, connectors and mounting points.
For a sample-led project, identify which sample is the design reference and which observations still need engineering confirmation. Specify drawings, material or finish requirements, dimensions to review, kit contents and the person who approves changes. Flag information you cannot yet provide as an open question.
| RFQ field | Buyer supplies | Supplier response to request |
|---|---|---|
| Application | Vehicle reference, VIN if available, position and qualifiers | Applicable conditions and exclusions |
| Part identity | OEM/catalog number, sample or drawing revision | Offered part number, specification and alternatives |
| Quantity and packaging | Sample quantity, forecast order quantity and sales unit | Minimum quantity, pack quantity and proposed packout |
| Approval | Named technical approver and required evidence | Sample plan, open questions and change assumptions |
03
Compare quotes on the same part and sales unit
Ask each supplier to state the offered configuration, quantity basis, included accessories and packaging. Separate sample charges, development or tooling work where applicable, and the assumptions behind production pricing. Record currency, quote validity and the agreed delivery basis when comparing totals.
A low unit price is difficult to evaluate if one offer covers a single component and another includes a kit. Keep exclusions and proposed substitutions visible in the comparison. Confirm the scope of inspection or testing rather than inferring it from a product photograph or the words “OEM replacement.”
04
Keep proposed substitutions outside the approved order
Illustrative example: the request specifies a bracket with a particular mounting arrangement, while the supplier offers a similar part with a revised hole pattern. Record the alternative as a separate candidate. Ask the technical approver what evidence or sample comparison is needed before accepting it.
Link the decision to the supplier number, drawing or sample revision and any order restrictions. Update the purchasing reference only after approval. If several unresolved candidates remain, preserve the hold reason so a purchasing or warehouse team cannot accidentally treat them as interchangeable.
05
Plan the U.S. receiving handoff before production release
Add the supplier-to-warehouse SKU mapping, approved revision, batch reference, packing list and packaging instructions to the production handoff. Define the sales unit, kit contents and which differences should place incoming stock on hold. Vehicle-specific fitment decisions remain with the designated technical owner.
For a VIN EXPRESS project, the agreed scope can connect China sourcing, sample review and manufacturing with U.S. warehousing and fulfillment. Share the reference pack, expected quantities and proposed U.S. order profile so the team can assess the information needed at each handoff.
VIN EXPRESS / Decision checklist
VIN-based parts RFQ checklist
- Identify stocked-part sourcing, reference procurement or new development.
- Separate VIN, OEM/catalog number, supplier number and internal SKU.
- Retain application notes, photographs and sample or drawing revision.
- Compare the same quantity, kit contents, sales unit and packaging.
- List exclusions, proposed substitutes and technical approval requirements.
- Carry approved references into U.S. receiving and order instructions.