Vessel CoreTechnical supply desk Send RFQ
Specimen documents — placeholders, not a real request

What comes back after you send an RFQ.

A request sent to Vessel Core comes back as three documents: an acknowledgement that carries the RFQ reference and reads the request back as numbered lines, one clarification list if anything is missing, and a quotation built line by line. Each is shown below as a specimen, with a note in the margin on why every field is there.

Every value is a bracketed placeholder. No vessel, price, supplier or part number on this page is real, and no step carries a time: a status says what has happened to a line, not when the next thing will.

Document A

The acknowledgement

The RFQ form issues the reference when the request is submitted, and the confirmation email carries it in its subject. The request then comes back read as numbered lines, so both sides are talking about the same items before anything is priced.

Vessel Core OÜMarine spare parts supply desk · Tallinn, Estonia

SPECIMENplaceholders only

RFQ acknowledgement

RFQ referenceVC-RFQ-[YYYYMMDD]-[CODE]

Received
[Date] via [RFQ form / email]
From
[Name / company]
Vessel
[Vessel / IMO]
Port / ETA
[Port] / [ETA]
Route preference
[OEM route / verified alternative / review both]
Attachments
[Nameplate photo]
[Part-book page]
[Photo of the removed part]

The request as read, line by line

  1. As received
    [Item as written in the request]
    Read as
    [Maker] [type as on plate] · [component] · [Qty]
    Status
    Identified can go to suppliers as it stands
  2. As received
    [Pump seal], [Qty]
    Read as
    [Maker / pump type as on plate] · the seal is not yet named
    Status
    Machine named, component open on the clarification list
  3. As received
    [Exhaust valve], [Qty]
    Read as
    Could be a spindle, a seat, a housing or a complete cage
    Status
    More than one possible part on the clarification list
Request status
In review
Next
Line 1 goes to supplier review. Lines 2 and 3 are on one clarification list.

Checked on every line

  • Which machine: maker, type as it reads on the plate, and the serial where the build depends on it
  • Which component, in words a supplier can answer without guessing
  • How many, and in which unit
  • Which route: OEM required, verified alternative acceptable, or both reviewed
  • Which documents: class, certificate or approval needs on the lines that carry them

Please quote VC-RFQ-[YYYYMMDD]-[CODE] in every reply and file name.

Document B

The clarification list

One list, once. Whatever is missing across the whole request is asked in a single message, line by line, rather than a question at a time. Each item says what is missing and why it decides the part.

Vessel Core OÜMarine spare parts supply desk · Tallinn, Estonia

SPECIMENplaceholders only

Clarification list

For RFQ
VC-RFQ-[YYYYMMDD]-[CODE]
Lines asked about
2 and 3
Not affected
line 1, identified

Line 2 · [Pump seal] on [Maker / pump type as on plate]

1The pump designation as stamped on the plate, every character, including any suffix

2The pump serial number

3A photograph of the nameplate

4A photograph of the removed seal, or the part-book page with its position number

Line 3 · [Exhaust valve] on [Maker / engine type as on plate]

1Which part is meant: the spindle, the seat, the housing or the complete cage

2The engine designation as stamped, and the engine serial number

3The part-book page with the position number, or a photograph of the removed part showing its markings

If the answer is not on board
Say so on the line. A line left with two possible builds is quoted as two variants with separate prices, not as one averaged price.

Answer in any form: one reply, photographs, a marked-up part-book page. Please quote VC-RFQ-[YYYYMMDD]-[CODE].

Document C

The quotation

Built line by line on the same eight points as the quotation review checklist, so it can be checked the same way as any other supplier's offer. A line commits to a named item from a named route at a stated price, for as long as the offer says that price stands.

Vessel Core OÜMarine spare parts supply desk · Tallinn, Estonia

SPECIMENplaceholders only

Quotation

Against RFQ
VC-RFQ-[YYYYMMDD]-[CODE]
Revision
[n]
Date
[Date]
To
[Name / company]
Vessel
[Vessel / IMO]
Deliver to
[Port] / [ETA]

Line 1 · [Item as identified]

01
Reference as marked

[Reference exactly as marked] · source: [nameplate / tag / maker's parts list, page]

02
Description and grade

[Item in plain words] · material or grade: [as stated on the certificate]

03
Condition and origin

[New and unused / reconditioned / surplus / removed from service] · route: [OEM route / verified alternative] · origin: [as documented]

04
Quantity and packing

[Qty] [unit] at this price · packed as [packing]

05
Lead time from a named event

[n] [days / weeks] from [written order / cleared payment / release of material]

06
Price basis and currency

[Unit price] [currency] per [unit] · [Incoterms rule] [named place]

07
HS code, weight and dimensions

HS [code] · gross [weight] · packed [length x width x height]

08
Validity and exclusions

Price holds for [n] days · not included: [packing / export documents / testing / certification / bank charges]

Line 2 · two variants

2a
[Build A as read] · [price, basis and lead time as on line 1]
2b
[Build B as read] · [price, basis and lead time as on line 1]

The variants are alternatives and are not added together.

Line 3 · not quoted

No route
[Discontinued by the maker / sold only inside an assembly / lead time past the docking]
What is left
[Repair / reconditioning / a sub-component / a machining route]
After this offer
Anything that changes the item, the route or the timing comes back to you for approval first: an alternative, a superseded number, a split line, part shipment or a price that has moved.

Vessel Core OÜ · Tallinn, Estonia · sales@vesselcore.eu

Specimens only. The fields are the ones a request brings back; the layout of a real document can differ. Vessel Core OÜ is an independent supplier; availability, documents and the supply route are confirmed for each RFQ.

Questions

About the specimens

Are these real documents?

No. They are specimens that show which fields a request brings back and why each one is there. Every value is a bracketed placeholder: no vessel, price, supplier or maker part number on this page is real, and a real document can be laid out differently.

Why does nothing here say how long each step takes?

Because time is not what decides whether you get the part. Whether the item is identified, whether a route to it exists and whether the ship can still be reached decide it, so a status describes what has happened to a line, not when the next step will.

Can I check another supplier's quotation the same way?

Yes. The quotation specimen follows the eight points of the quotation review checklist, which works on any supplier's offer, not only Vessel Core's.

Buyer tools

Prepare the request, then check the answer

Before sending

RFQ Evidence Checklist

 What to send

RFQ Evidence Guide

 After the quotation

Quotation Review Checklist

 The process

How We Work
A real request

Send what you have.

It comes back in this order: the acknowledgement, one clarification list if anything is missing, then the quotation, line by line.

Send RFQ Email sales@vesselcore.eu