The essentials
Keep the requested number, its source and any proposed alternative in separate fields. A similar number or a shared model name does not establish interchangeability. Record what was checked and leave unverified relationships open.
THE PROCESS
Work through the details
Keep the source of each number.
Record whether a reference came from a vehicle catalog, the existing part label, an invoice or a supplier. Preserve the original text, including suffixes and leading zeros.
Separate requests from alternatives.
Do not replace the buyer’s requested reference with a suggested substitute. Record the proposed number separately with the reason it was suggested and its review status.
Match vehicle and position information.
Add the model year, engine and full chassis details where known. State front/rear and left/right. Photos of connectors and mounting points can help describe a question but do not by themselves confirm compatibility.
Leave a review trail.
Record the source, the specific question, who supplied the clarification and when it was received. Request supporting information before accepting an alternative, and carry the agreed reference into the quotation.
PUT IT INTO PRACTICE
Example format
Use consistent identifiers so each line is easy to follow.
| Item | Requested reference | Source | Proposed alternative | Review status |
|---|---|---|---|---|
| 01 | Copy buyer reference | Existing part label photo | Record separately if proposed | Check vehicle and position |
| 02 | To confirm | Buyer description only | None agreed | Request markings and vehicle details |
FINAL CHECK
Before you send your request
Tick each item as you review. Checks stay on this page until you leave.
NEED TO KNOW
Common questions
Can two similar numbers be treated as equivalent?
No. Similar text is not evidence of interchangeability. The exact reference and vehicle specification need review.
What should I send if the label is unreadable?
Send photos of the whole part, any remaining markings, connectors and mounting points, together with vehicle details.
Put your list to work.
Send your references, quantities and open questions to our sourcing team.
