How to plan spare parts before ordering from China
Before ordering, agree a critical parts register, a service document pack, replenishment terms and a component discontinuation process. Name who diagnoses faults, supplies replacements and pays repair costs. Check that the documents and sample spares match the product you approve. Put these requests into your sourcing brief for Cambridge China Bridge.
Build a parts register around the cost of failure
Ask the factory to identify wear items, parts whose failure stops operation, safety-critical components and proprietary parts unavailable from other suppliers. Prioritise stock by the consequence of failure, expected use, replenishment uncertainty and shelf life. A cheap controller can deserve more attention than an expensive housing if its absence stops your business.
For each part, record its manufacturer, part reference, revision, photograph, specification and compatible product versions or serial ranges. Distinguish locally obtainable components from factory-only items. Ask the factory to fit sample replacements to the approved product, then attach the register to your order using the approach in our product specification guide.
Get a service pack your repairer can actually use
Request an illustrated parts catalogue, exploded drawings, wiring diagrams where relevant, fault-finding instructions, replacement procedures and checks after repair. For electronic controls, agree access to configuration backups, compatible firmware and any service tools or licences needed. Match every document to the delivered revision and ask your intended repairer to review the pack before ordering.
HSE says maintenance can often be done in-house by suitably trained, competent staff. Decide which tasks your team can handle and which need specialist support. Ask for English service documents that explain the relevant isolation and repair precautions. For installation and initial training, use our commissioning guide.
Turn spare availability into a replenishment commitment
Separate the initial spare kit from ongoing supply. Agree the support period and what starts it, order quantities, pack sizes, prices or a price-review method, dispatch commitments and delivery responsibilities. Distinguish stock held at the factory from parts made only after ordering. Specify whether support continues after the warranty ends and after the main product leaves production.
If the supplier reserves stock, record who owns it, where it is held, how it is labelled and what evidence shows it remains available. Set a replenishment trigger using actual consumption and the time needed to receive replacements. Agree an emergency route and its costs. Our supplier stock and call-off guide covers the wider stock arrangement.
Agree how faults become completed repairs
Name the technical contact, a backup contact, support language, working hours and escalation route. Agree what a fault report contains: product identity, symptoms, photographs, operating conditions and relevant logs. Separate acknowledgement, diagnosis, replacement dispatch and repair completion so a promise to reply quickly does not become a promise to restore operation.
Write down who pays for parts, diagnosis, labour, travel, freight and returns for warranty faults and paid repairs. Agree whether faulty parts must be returned before replacements leave, who authorises a local repair and how costs are approved. Keep a repair record linking the fault, replacement revision and verification result to the affected product.
Require notice before components change or disappear
Ask for written notice before a component is substituted or discontinued, including changes made by the factory's own component suppliers. Agree the notice period and recipient. Each notice should identify affected parts and product versions, the reason, remaining availability, the final ordering deadline and the proposed replacement. Ask for notice early enough to evaluate options before committing to final stock.
Require your written approval before a substitute is shipped. Check fit, function, connectors, software compatibility and relevant test evidence; an existing report may no longer describe the changed configuration, as the specification guide explains. Plan final stock around the installed products and storage life. Keep old and new revisions distinguishable, and agree how support continues if no acceptable replacement exists.
Frequently asked questions
Which spare parts should I buy with my first order?
Prioritise wear items, parts that stop operation and factory-only components. Base quantities on intended use, replenishment uncertainty and shelf life, then check sample spares against the approved product.
Does a warranty guarantee spare parts availability?
Do not assume it does. Ask for a separate written commitment covering the support period, parts supply, dispatch terms and what happens after the warranty or product production ends.
What documents should I request for repairs?
Request revision-matched parts drawings, fault-finding instructions, replacement procedures and checks after repair. Include wiring diagrams, configuration backups and service tools where relevant.
What should a component discontinuation notice include?
Affected part references and product versions, remaining availability, the final ordering deadline and a proposed replacement. Agree advance notice and require approval before any substitute is shipped.