- Identify the equipment first: maker, model or type, and serial number from the nameplate.
- Give the maker’s part number or the drawing and position number from the instruction manual.
- State quantity, unit, delivery port, the vessel’s ETA and the latest acceptable date.
- Say whether genuine, OEM or alternative parts are acceptable.
Why requisition quality matters
A supplier can only quote what they can identify. For machinery spares, the same description, such as “fuel valve nozzle” or “O-ring”, can match hundreds of parts across makers, engine types and generations. When a line is ambiguous, the supplier either asks a question, which adds a day, or guesses, which risks the wrong part arriving on board.
The requisition header
- Vessel name and IMO number. The IMO number lets suppliers look up the build yard and equipment list.
- Delivery port or anchorage, and whether delivery is alongside or by launch.
- Vessel ETA and ETD at that port, and the latest date the parts are useful.
- Urgency. Routine stock, planned maintenance or a breakdown. Suppliers prioritise accordingly.
- Agent details, if known, for delivery coordination.
The equipment block
Group lines by equipment and identify each piece of equipment once:
- Maker, for example MAN B&W, Wärtsilä, Alfa Laval or ABB. If the equipment is built under licence, give the licensee too.
- Model or type, exactly as on the nameplate, for example the engine type or separator model.
- Serial number. Parts often change between production series, and the serial number settles it.
- A photo of the nameplate. It answers most questions before they are asked.
Each line
- Description in plain words.
- Maker’s part number, or the drawing (plate) number and position (item) number from the spare parts catalogue in the instruction manual.
- Quantity and unit: pieces, sets, metres, litres. “1 set” must say what a set contains if it is not obvious.
- Quantity on board, when it helps the supplier understand urgency.
- For stores, the IMPA code where one exists.
Say which part types are acceptable
State whether only genuine parts are acceptable, or whether OEM and quality alternative parts may be quoted. For class-related or warranty items, genuine parts may be required. For many wear parts, OEM or alternatives can save money with no loss of quality. See genuine, OEM and alternative parts.
Checklist
| Field | Example |
|---|---|
| Vessel and IMO | Vessel name, IMO 9XXXXXX |
| Port and ETA | Delivery port, ETA date, by launch |
| Maker, model, serial | Maker, engine type, serial number |
| Part identification | Part number, or drawing and position number |
| Quantity and unit | 4 pcs |
| Accepted part types | Genuine only / OEM accepted / alternatives accepted |
If your requisition is not perfect
Crews are busy and lists are rarely complete. At Atlas Supply you can send the requisition as it is, in any format. AI reads each line and matches it to IMPA codes or maker part numbers, and lines that cannot be identified with confidence are raised as questions by the desk rather than guessed. Send it through the client portal or to hello@atlassupply.eu.
Questions
What is the most important detail on a spare parts requisition?
The maker’s part number, or the drawing and position number from the instruction manual, together with the equipment maker, model and serial number.
Should we attach nameplate photos?
Yes. A nameplate photo gives the maker, model and serial number in one image and prevents most supplier questions.
Can we send a requisition as an Excel export from our maintenance system?
Yes. Atlas Supply reads PDF, Excel, Word, CSV, email text and photos, including exports from planned maintenance systems.