A spare parts agreement is a written commitment from the machinery supplier on which parts it will keep available, for how many years, and how quickly it will ship them. Without one, a machine can stand idle for weeks because a single part is not on the shelf.
Agree it before you order the machine, when you have the most leverage.
What should the agreement cover?
The agreement should be specific. A statement that spares will be available is not enough. Include the following:
Also decide who pays for freight on urgent parts, and whether the supplier will hold a consignment stock of key items at your site. For critical machines, a small consignment stock that you pay for only when used can remove the longest delays.
- A spare parts list with part numbers and drawings or photographs for each item.
- The period for which the supplier promises to supply parts, for example for a stated number of years after delivery.
- Delivery time targets for urgent and normal orders, and the shipping method.
- The pricing basis for spares, such as a fixed discount against a published list. Do not state numbers until quotes are agreed.
- What happens if the supplier stops making the part, or goes out of business.
Which spares should come with the machine?
Order the wear parts and the long-lead parts with the first shipment. The right list depends on the machine, and these pages give starting points: spare parts for machine tools and spare parts for processing machinery.
Ask the supplier to recommend a commissioning spares set and a two-year operating set. Compare their list with what you expect from the machine's duty.
How do you protect against delay and wrong parts?
State that parts are to be made to the same drawing and material as the originals, and that the supplier must keep the drawings or tooling. For cast and forged parts, ask who holds the pattern or die.
Add that the supplier will name a contact for spares requests and reply within a set time. Ask for the part marking or numbering system, so you can reorder exactly what you need.
How do you make the agreement work in practice?
Keep a record of the machine serial number, the part numbers and the supplier contact in your maintenance system. Test the process early by ordering one low-cost part and timing the response.
If the machine uses bought-in components such as motors, drives or controllers, ask for their makes and models, so that you can source them locally if the supplier is slow. Delivery speed for urgent items is discussed in how quickly Indian makers ship spare parts.
Review the agreement every year. Update the part list when you learn which items wear fastest, and ask the supplier to confirm that it still holds the drawings or tooling. If the supplier changes ownership or moves premises, ask for confirmation in writing that the spares commitment continues.
A short, clear agreement that both sides can follow is better than a long one that nobody reads. Keep a signed copy with the machine file.
Next step
We help you write the spares list, agree terms with the supplier, and check the parts that ship with the machine. To plan spares for a machinery order, book a free sourcing review.