1. Preserve the complete product identity
Record the manufacturer, manufacturer part number and any required model, version or revision. Keep spaces, punctuation, suffixes and leading zeros as shown in the source. Store part-number columns as text when preparing a spreadsheet, then check the exported file.
Put your internal stock code in a separate column. Attach or identify the relevant drawing or datasheet revision when it controls the purchase. If a reference is unreadable or incomplete, mark it for confirmation rather than completing it from a similar product.
2. Make the line-item schedule unambiguous
Keep separate references on separate lines even if they share a product family. A connector, its contacts and its mating half should be identified separately unless the requested reference explicitly includes them. Apply the same discipline to an instrument and its probes, or a server and its software licenses.
| Field | What to record |
|---|---|
| Line and identity | Line number, manufacturer, full part number and required revision. |
| Quantity and unit | Required pieces, sets or packs; state pack size separately when known. |
| Required configuration | Necessary variant, connections, dimensions or other acceptance-critical characteristics. |
| Included items | Contacts, housings, mating parts, cables, probes or licenses required with the main item. |
| Alternatives | Exact reference only, or alternatives subject to named technical approval. |
| Documents and acceptance | Required documents and the checks your team will perform on receipt. |
3. Define what an alternative must preserve
If alternatives are acceptable, name the characteristics that must remain unchanged and who will approve a substitution. Include interface, physical fit, ratings under the relevant conditions, operating environment and required documentation where they matter.
Ask for any proposed alternative to be identified against the original line with the differences stated. A similar product name or headline rating does not establish interchangeability. Keep the original requirement and the proposed item visible until the technical decision is recorded.
4. Separate technical acceptance from purchasing terms
State equipment condition, quantity, accessories, required warranty or support terms, destination country and city, and your requested receiving date. Mark a fixed shutdown or commissioning deadline separately from a preferred date.
For a project in Africa, identify any document or receiving requirement already supplied by the importer, end user or project owner. Confirm what can be provided for the exact equipment before accepting a proposal. Use the delivery handoff guide to organise these questions.
5. Copy this brief and replace the prompts
This is a template, not a product specification or an offer. Use the LANGOM form to send one PDF, TXT or CSV file up to 5 MB. For several line items, include the quantity and unit on every row and explain the scope in the project details. Availability, commercial terms and delivery timing are confirmed in the proposal.
Project and application: [what the equipment must do] Destination: [country, city and intended delivery point] Line list: [manufacturer | full reference | revision | quantity | unit] Included accessories: [list separately, or state none required] Alternatives: [not permitted / subject to technical approval] Technical approver: [role or contact] Required documents and receipt checks: [list] Requested receiving date: [date; identify any fixed deadline] Open questions: [details still to be confirmed]
Use the equipment-specific guides where needed
Turn your list into a clear enquiry
Send the exact references or requirements, quantities and destination. Identify the decisions that still need technical review.
Request a QuoteSubmitting an enquiry does not place an order. Scope, availability and commercial terms are confirmed in a proposal.