How to write a locomotive parts RFQ that gets a fast answer

6 October 2026

A request for quote (RFQ) gets a fast answer when the supplier does not have to write back with questions. For locomotive parts that means eight details. Most slow quotes are missing two or three of them.

The eight details

1. Part number. The maker's number if you have it. Give any alternate or superseded numbers you know, because catalogues often list several numbers for one part.
2. What it is. A short description in plain words: "cylinder head, 645E3" or "brush holder, D77 traction motor".
3. What it fits. Locomotive model and engine model, for example SW1200 with a 12-567C. Add the road number if the unit has been modified.
4. Quantity.
5. Condition you will accept. New, remanufactured, unit exchange or used serviceable. Say "any" if you are open, and you will get more options back.
6. Core. Whether you have a rebuildable old part to return.
7. Urgency and date. "Unit down" changes how a supplier works the request. A real need-by date helps more than "ASAP".
8. Where it ships. City, province or state, and country. Freight and customs can change which source is cheapest.

When you do not have the part number

Send what identifies the part instead:

• A photo of the part and of any nameplate or stamped number on it
• The nameplate of the assembly it came from, such as the compressor, governor or traction motor
• The locomotive model, engine model and serial numbers
• Where on the unit it sits

A clear nameplate photo is often worth more than a guessed number.

A template

Company and contact:
Ship to:
Unit: model, engine, road number
Urgency: routine / within a week / unit down
Need by:

Line 1: part number | description | qty | condition accepted | core available?
Line 2: ...

Notes: photos attached, alternates known, reference or PO number

One request, many lines

Put everything you need on one request instead of sending five emails. One reference number is easier to track on both sides, and freight can be combined.

Our RFQ form follows this layout. You can paste a list straight from a spreadsheet, attach photos to any line, and mark the request Unit down. Each request gets a number built from the date and time it arrived, so it can be found again later.

Sources

• Request for quotation, Wikipedia
• Progress Rail locomotive components
• Hatch and Kirk EMD gaskets, seals and kits, showing alternate part numbers