Sourcing Aircraft Spare Parts: What to Send Your Supplier

When an aircraft is waiting on a part, every hour counts — and an incomplete request costs hours. Sending your supplier the right information up front gets you an accurate quote faster and avoids receiving a part you can't fit.

1. The exact part number

Give the full part number (P/N) exactly as it appears in the illustrated parts catalogue, including any dash number. A single dash number can mean a different length, material or modification standard. If you know approved alternate or interchangeable part numbers, include them — they can widen availability considerably.

2. Aircraft and applicability

State the aircraft type and model — for example Boeing 737-300, 737-800, Embraer E190 or Fokker 50 — and, where applicability depends on it, the serial number or modification status. This lets the supplier confirm the part fits your aircraft.

3. Quantity and urgency

Say how many you need and when. Flag AOG (aircraft on ground) requirements clearly so they are handled first.

4. Acceptable condition

Aviation parts are sold under standard condition codes. Tell the supplier which your maintenance programme accepts:

• NE — new
• NS — new surplus
• OH — overhauled
• SV — serviceable
• AR — as removed

5. Documentation and traceability

Ask what release and traceability documents accompany the part — typically an authorised release certificate such as an EASA Form 1 or FAA 8130-3 — and confirm they meet the requirements of your approved maintenance organisation and the Kenya Civil Aviation Authority.

6. Shelf-life items

Rubber seals, O-rings, sealants and adhesives often carry shelf-life or cure-date limits. Ask for dates when quoting and check them again on receipt, before the part goes into stores.

A request that gets a fast answer

A complete request looks like: "P/N 00-200-609, qty 4, B737-300, NE or OH acceptable, EASA Form 1 required, AOG — needed by Friday."

Search our aeronautical inventory by part number or aircraft type, or send your list and our team will confirm availability, condition and lead time. Parts ship from Nairobi with delivery within 0–30 days depending on stock location.