A clear enquiry helps separate what you need from what a supplier is offering. Use this checklist for a single item or an item schedule, including industrial supplies, maintenance spares, mining equipment and power or energy components.
1. Describe the requirement.
Start with the item or service you need and the application it must support. For replacement parts, include the equipment manufacturer, model and part number where available. Share relevant dimensions, ratings or specifications rather than relying on a short product name.
If some information is missing, identify the gap and provide the drawings, nameplate photographs or existing-item details that you have. These give a basis for further clarification.
2. Make each line clear.
Give each item its own line. Include the quantity and unit of measure so that pieces, sets, lengths or packs are understood in the same way.
| Field | What to include |
|---|---|
| Item reference | Your item number or enquiry reference. |
| Description | The item, application and essential specification. |
| Identification | Manufacturer, model and part number, where available. |
| Quantity and unit | The required amount and how it is measured. |
| Alternatives | Whether alternatives may be considered and which requirements must be met. |
| Delivery | Location, required date and any relevant receiving conditions. |
| Documents | Drawings, product information or inspection requirements relevant to the enquiry. |
3. Explain timing and delivery.
State the delivery destination and the date you need the item. Identify any access, receiving or documentation requirements that may affect the offer. Your requested date and a supplier's quoted lead time need to be checked together before arrangements are agreed.
4. Compare the complete offer.
When quotations arrive, check more than the unit price. Review the item specification, quantity and unit, currency, taxes, freight or delivery basis, lead time, warranty terms and exclusions. Clarify whether the quoted lead time starts from order confirmation, payment or another agreed event.
If an alternative is proposed, establish the differences and the information needed to assess suitability before accepting it. Record the scope and commercial terms you agree.
5. Send the requirement to PILORA.
Use our enquiry form to prepare an email or WhatsApp message. Include your contact details and the information available; add supporting files in the app you choose. Review the message and send it there so that PILORA can receive it.
For a consultancy enquiry, describe the challenge, the outcome you want, available process information and the part of the assignment you would like to discuss.
Send your sourcing requirement