The short answer
Ask the project and maintenance teams to identify the spares they want retained after installation. Put those quantities on separate lines or clearly marked allocations. Ethiopian buyers sourcing from the UAE should keep approved references, storage information and receiving records with the spare stock.
What to include in your quotation request
| Requirement | Details to provide |
|---|---|
| Spare identity | Exact approved product or compatible component reference. |
| Quantity decision | Amount determined by the responsible project or maintenance team. |
| Allocation | Separate maintenance stock from installation quantities. |
| Handover record | Location, reference, documentation and responsible recipient. |
Decide what the maintenance team actually needs
A spare-stock request should come from the people responsible for operating and maintaining the project. Ask them to identify the products and quantities rather than adding an arbitrary percentage to every line. Some items may need a matching finish, while others require an exact technical reference. Keep those distinctions visible. The supplier can then review a clear list instead of guessing what future maintenance might require.
Prevent spares from disappearing into installation
Separate maintenance stock in the purchasing and receiving records. Ask for package identification that makes the allocation clear to the site team. If stock is released for installation, record the change so the handover list remains accurate. Keep the exact approved references with the retained items. This is particularly useful for products that look similar but have different dimensions, finishes or technical requirements.
Include documentation and reorder details
Ask for relevant storage or product information and keep it accessible to the maintenance recipient. Record the original supplier quotation reference without assuming future price or availability remains fixed. For UAE orders destined for Ethiopia, add spares to the main enquiry early enough for packing and commercial scope to be reviewed. A later small shipment may involve different arrangements, so do not assume it can simply follow the original order terms.
Buyer questions
Should I add the same spare percentage to every product?
Have the project or maintenance team determine the appropriate items and quantities for the actual requirement.
Request a quotation
Upload your PDF, Excel or CSV BOM, up to 8 MB, through our quotation form. Include your quantities, destination and required timing. You can also email info@aamatrading.com or talk to us on WhatsApp.
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Product images are illustrative. Exact products and supply terms are confirmed in your quotation.