How to Request an Aviation Spare Parts RFQ

An RFQ is a technical document, not an email asking for a price. The more complete it is, the faster and more accurate the answer — and the fewer revisions everyone has to handle later.

What to include

• Part number exactly as written in your source data
• Description, if the number could be ambiguous
• Quantity and unit of issue
• Acceptable condition or conditions
• Aircraft type, model and effectivity if the part is type-specific
• Certification required (CoC, manufacturer's certificate, 8130-3, EASA Form 1, CoA)
• Delivery destination and Incoterms if you have a preference
• The date you need the material, and whether the requirement is AOG
• Your reference or requisition number, so both sides can track the file

Routine, priority and AOG

Routine enquiries are answered within one business day. Priority requirements are worked ahead of the routine queue. AOG requirements go straight to the 24/7 desk and are handled immediately, subject to availability and logistics feasibility — and an honest AOG answer sometimes means telling you the earliest realistic arrival rather than the one you hoped for.

What a good quotation contains

A quotation you can act on shows the part number quoted, the condition offered, unit price and currency, quantity and unit of issue, lead time, country of origin where known, the documentation that will accompany the material, packing details, validity of the offer and the commercial terms of supply. If the item quoted differs from the item requested — a supersession, an alternate, a different pack size — that difference should be stated in plain words on the face of the quotation.

Multiple lines and work packages

For a work package, send the whole material list in one file rather than line-by-line emails. Quotations come back line by line with individual lead times, so planning can see immediately which items drive the critical path. Staged deliveries can be agreed where material is needed in phases, each with its own packing list and certification.

Turning the quotation into an order

When you place the purchase order, repeat the quotation reference, the condition and the documentation requirement on the order itself. That single habit prevents most goods-receipt disputes, because the order, the quotation and the certificate all say the same thing.

Raise your RFQ

Use the RFQ page to send up to ten lines at once, attach a spreadsheet or a scanned list, and flag AOG lines for priority handling. You will get a written quotation with price, lead time and documentation for every line.