Spare parts buying is different from production buying: quantities are small, the part is often old, and the real cost is not the part — it is the downtime while you wait for it. This checklist is what we use with equipment makers and maintenance teams who source from China.
1. Identify the part three ways
Part number + drawing + a photo of the installed part. If the OEM part number is all you have, a clear photo with a scale reference often lets us identify geometry, material and surface treatment quickly.
2. Confirm material — and decide whether an upgrade pays
| Original | Common upgrade | Why |
|---|---|---|
| 45# shaft | 42CrMo, Q&T | Longer fatigue life on shock-loaded drives |
| Carbon steel fastener | A4-70 (316) stainless | Corrosive or wash-down environments |
| Plain bushing | Bronze / self-lubricating | Less frequent relubrication |
| Standard coating | Dacromet / nickel | Salt spray and chemical exposure |
An upgrade that doubles service life usually beats a lower unit price.
3. Sample before series — always
One sample, fitted and run, costs a few days and prevents a container of unusable parts. For critical parts, approve a first article with a dimensional report before the batch starts.
4. Understand MOQ and its real driver
Minimum order quantities usually come from material purchase lots, tooling/fixture set-up, or heat treatment batch size — not from arbitrary policy. Asking "what would the price be at 50 / 200 / 500" often reveals the sensible order point.
5. Agree lead time by process, not by promise
- Stocked standard parts: days
- Machined from bar with no tooling: 2–3 weeks
- Forging + heat treatment + finish machining: 4–7 weeks
- Reverse-engineered non-standard parts: add one approval cycle
6. Packing that survives the journey
Rust and impact damage are the two most common claims on sea freight. Specify: anti-rust treatment, individual separation, part-number labelling on each package, and wooden cases with fumigation for heavy items.
7. Inspection before shipment
Your own checklist, or a third-party inspection (SGS / BV / TÜV) covering dimensions, material certificate, hardness, coating thickness, quantity and packing. Photos of the packed goods before container loading are standard practice.
8. Documents to request with every shipment
- Material certificate (EN 10204 3.1) with heat number
- Heat treatment report where applicable
- Dimensional inspection report
- Certificate of Origin (for customs preference)
- Packing list matching part numbers on the packages
9. Payment terms that fit the relationship
First orders: T/T deposit with balance against documents or before shipment. Repeat orders with a track record: open account terms can be discussed. Letters of credit are workable for larger shipments but add bank cost and document handling time.
10. Plan the repeat, not just the emergency
Typical spare parts we supply
- Shafts, pins, bushings, spacers, couplings
- Fasteners for equipment repair: high-strength bolts, anchors, studs, non-standard sizes
- Machined housings, flanges, brackets from drawing
- Wear parts: liners, blades, scrapers, guides