Prepare a structured part list
Use one row per item. Include product family, complete OE number, alternate reference, customer item number, vehicle, chassis, engine, transmission where relevant, production period, and market. Keep leading zeroes and suffixes.
If the OE number is unavailable, provide full-part and connection photos, dimensions, mountings, and vehicle details. Mark uncertain information instead of guessing.
- Product family
- OE and alternate references
- Vehicle application
- Customer item number
- Approval status
Attach fitment evidence
Useful evidence includes labels, front and rear photos, connection close-ups, drawings, sample reports, catalog extracts, and approved sample numbers. Protect unnecessary personal information before sharing.
State whether dimensions refer to the core or complete assembly. Identify fittings, pipe direction, tanks or manifolds, receiver drier, sensors, cooler connections, brackets, and accessories.
Define the commercial request
State enquiry and sample quantity, expected annual demand if useful, destination, target timing, packaging and label requirements, and whether customization is involved. Identify the requested Incoterm and currency if known.
Ask for current price, MOQ, sample terms, lead time, packing, validity, payment, and available documents. These values must be confirmed for the current enquiry.
Separate quotation from approval
A commercial quotation may be issued while technical points remain open if those points are visible. Before production, confirm the drawing or sample, revision, testing, labels, packaging, and final order list.
Give the RFQ file a revision and date. Update the same list so both sides can see confirmed, pending, substituted, or cancelled items.
Write a useful first message
A clear subject can state product family, market, item count, and destination—for example, ‘RFQ: 24 A/C condenser references for European applications, delivery to Germany.’ Attach the list and images, then summarize timing and open questions.
WhatsApp can confirm receipt, but controlled lists, drawings, approvals, and commercial terms should remain in a traceable written record.