Preparing a Parts List for a Wholesale RFQ

The quality of a request for quotation determines the quality of the quotation. A clear parts list is quoted faster, with fewer queries, fewer substitutions and fewer surprises when the goods arrive. An unclear one produces approximate prices, clarification rounds and the risk of wrong parts shipped in volume.

This guide describes how to structure a parts list for a wholesale RFQ, whether it is 20 lines or 2,000.

Use a spreadsheet, one part per row

Send the list as a spreadsheet (XLSX or CSV) rather than a PDF, image or email body. Spreadsheets can be validated, sorted and matched against catalogs line by line. Follow these rules:

• One part number per row. Do not combine "front and rear pads" into one line.
• One value per cell. Keep quantity separate from the unit.
• No merged cells, so rows can be sorted and filtered.
• Keep a stable line number column so both sides can refer to lines in later correspondence.

Recommended columns

Column	Required?	Example content	Why
Line no.	Yes	1, 2, 3	Reference in queries and on the quotation
OEM part number	Yes, where available	04465-XXXXX	Primary identifier
Brand part number	Optional	Aftermarket or OES reference	Where a specific brand is required
Description	Yes	Front brake pad kit	Checks that the number is correct
Make	Yes	Toyota	Application
Model and generation	Yes	Hilux Revo	Application
Engine code	Recommended	1GD-FTV	Engine-specific parts
Chassis or model code / VIN	Recommended	Model code from ID plate	Resolves variant ambiguity
Year range	Recommended	2016–2020	Running changes
Position / side	Where relevant	Front, rear, LH, RH, upper, lower	Sided parts
Quantity	Yes	200	Pricing and sourcing
Unit	Yes	Piece, set, kit, pair	Avoids ×2 errors
Quality tier	Yes	Genuine, OES, premium aftermarket, economy	Price and sourcing basis
Preferred brands	Optional	Named brands or "any"	Sourcing
Excluded brands	Optional	Brands not accepted in your market	Avoids rejected lines
Alternatives accepted?	Yes	Yes / No	Whether substitutes can be quoted
Notes	Optional	Market spec, 24 V, tube type	Extra detail

The engine code and position columns often decide whether a line is right or wrong. A line reading "shock absorber, D-Max" can correspond to many different parts; the same line with generation, drive type, cab type and position is quotable.

Presenting OEM numbers

• Copy numbers from the source, such as the catalog, the part, invoices or packaging. Numbers typed from memory are the largest single source of errors.
• Keep the full format. Toyota numbers are commonly written as two groups of five characters; Isuzu numbers are commonly ten digits. Do not drop suffixes, check digits or leading zeros.
• Format the column as text in the spreadsheet. Numeric formatting strips leading zeros and can convert long numbers into scientific notation.
• Do not replace superseded numbers yourself unless you are sure. Send the number you have; validation will identify the current one.
• Keep one number per cell. Put alternative or cross-reference numbers in a separate column.

Background on number structure is covered in how to identify Toyota Hilux parts by OEM number. You can check individual numbers on our OEM number lookup.

Quantities and units

• State the unit for every line. Brake pad kits are usually sold per axle set, shoes per set, wheel bearings per piece, and wiper blades sometimes per piece and sometimes per pair. Misreading the unit doubles or halves an order.
• For kits, state whether you want the kit or individual components.
• If quantities are indicative, say so, and give target annual volumes for repeat programs where you have them.
• Consider packaging: some lines are only available in master cartons of a fixed quantity. Indicate whether you accept rounding up to carton quantity.

Brand and quality tier

Terminology causes more disputes than any other part of an RFQ. State the tier explicitly and do not rely on "OEM" or "OE quality" alone, since those terms mean different things to different suppliers. See OEM vs OES vs aftermarket auto parts.

If you accept alternatives, say whether you want them quoted alongside the requested brand or only where the requested brand is unavailable.

Category-specific details

Category	Details to include
Batteries	Size code, terminal layout, technology (flooded, EFB, AGM), minimum cold cranking current and test standard, filled or dry-charged
Tires	Full size, load index and speed symbol or ply rating, pattern or position, tubeless or tube type, tubes and flaps
Electrical	System voltage (12 V or 24 V), connector type, alternator amperage
Filters	Engine code, spin-on or element type
Clutch	Disc diameter and spline count if no OEM number
Suspension and steering	Drive type, ride height, cab type, position and side
Body and lighting	LHD or RHD, facelift phase, side

See how automotive battery sizes work and how to read tire sizes for the specifications to include.

Commercial information

Add a header section or separate sheet with:

• Company name and contact
• Destination country and port of discharge
• Preferred Incoterms 2020 rule and named place, for example FOB Laem Chabang, CFR or CIF to the named destination port, or FCA at a named place
• Container or shipment size, if known: LCL, 20ft, 40ft or 40ft high cube
• Destination compliance requirements, such as a pre-shipment conformity program, certificate of origin type or labeling requirements
• Packaging and labeling requirements, such as brand packaging, neutral packaging, barcode labels or carton markings
• Quotation validity required

The Thailand automotive parts export guide explains the Incoterms rules and document requirements, and how to order mixed auto parts containers from Thailand covers container planning.

Before sending: checklist

1. Every line has either an OEM number or enough application detail to identify the part
2. Part number column formatted as text
3. Units stated on every line
4. Positions and sides stated for sided parts
5. Quality tier and alternative policy stated
6. Duplicate lines merged
7. Destination, Incoterms rule and compliance requirements included

What happens next

When you upload your parts list, our team validates OEM numbers against the stated applications, flags supersessions and unclear lines, and returns queries before quoting. For smaller or ad hoc requirements, you can also add items to your RFQ list directly from product pages.