Use one line for each part
A clear sourcing list gives each component its own row. Include the part name, OE or reference number, vehicle application and required quantity. Keep alternative references on the same line so they are not mistaken for separate items.
Separate essential details from preferences
Mark the specification and fitment requirements that must be met. Put packaging, labelling and preferred delivery arrangements in separate fields so they can be discussed clearly.
Include supporting references
Photographs, drawings or existing product labels can help explain an enquiry. Keep their filenames aligned with your list and mention any uncertain references that need checking.
Review the quotation line by line
Check the proposed specification, quantities, availability and commercial terms for each item. Resolve substitutions or incomplete information before confirming an order.