Recommended Spare Parts List Template for Machinery
A recommended spare parts list is part of the handover package for any machine. This worksheet helps you build it with classes, quantities, costs and lead times so the customer can decide what to stock and what to order on demand.
| Part number | Description | Supplier | Class | Qty installed | Recommended spares | Unit cost | Spares value | Lead time (weeks) (weeks) | |
|---|---|---|---|---|---|---|---|---|---|
$1,450 | |||||||||
$1,980 | |||||||||
$410 | |||||||||
$152 | |||||||||
$128 | |||||||||
$88 | |||||||||
$2,350 |
Class A items should be stocked at the customer or held by the supplier with a committed ship time. Revisit quantities after the first year using real failure history.
Base spares on real consumption
Optional review of how installed base and service history can drive spare parts recommendations from your ERP data.
Optional. The tool and every export work without this. No spam.
How to use the worksheet
Start from the as-built bill of materials. Add one row per part that could plausibly fail or wear out, then enter quantity installed, recommended spares and unit cost. Assign each a class: A for items that stop the machine and take many weeks to replace, B for items that stop the machine but are quick to buy, and C for routine wear or consumables. Spares value and the lead time statistics compute automatically. Export to Excel to send as a quotation attachment or to load into the customer's maintenance system.
- Use the exact supplier part number, not just your internal one.
- Include the manufacturer and the model, since distributors change.
- Keep two lists: commissioning spares and two-year operating spares.
- Flag obsolete or single-source items explicitly.
Sizing recommended quantities
There is no universal formula. Quantity depends on installed count, failure rate, lead time and the cost of downtime. For a unique, long-lead, high-impact part one spare is usually the answer. For parts with many identical units, such as sensors or bearings, a common rule is to hold around 10 to 20 percent of the installed count. For consumables, base quantity on consumption between planned maintenance. If you know a mean time between failures, a Poisson stockout calculation gives a better answer than a rule of thumb.
Commercial use
Spares lists are also a revenue and relationship tool. A clear list shortens the customer's decision, reduces emergency orders, and gives the aftermarket team data on what is actually consumed. Quote validity should be stated, since component prices move. Some builders offer a spares kit at a discount tied to the machine order, because it is cheapest to purchase components alongside the build. Agree who owns stock held on consignment and how it is replenished.
Common mistakes
Frequent faults include listing generic descriptions that distributors cannot match, omitting software and firmware backups from the spares package, and forgetting the long-lead items that matter most. Another is delivering the list as a PDF only; an Excel or CSV file lets customers load parts into their ERP or CMMS without retyping. Finally, remember to update the list when design changes alter part numbers, otherwise customers order parts that no longer fit.
Frequently Asked Questions
What is the difference between commissioning and operating spares?
Commissioning spares are parts that may be needed during installation and startup, such as fuses, cables and sensors. Operating spares, usually sized for one or two years, cover wear and failures in normal production. Lists are often separated so the customer can buy them at different times.
How many spares should a customer stock?
It depends on downtime cost, lead time and failure rate. Stock one of every class A part with long lead, a small percentage of high-count items, and consumables for planned maintenance. Review annually using actual usage, and consider supplier consignment for expensive items.
Should the list include prices?
Usually yes, with a validity date and currency. Prices help the customer budget and approve stock. If you do not want to commit, give budgetary prices and state that they are indicative. Always keep the part numbers exact so quotes can be generated later.
Can I upload this list to an ERP?
Yes. Export to Excel or CSV and map the columns to item master, bill of materials or a spares catalog in your system. Cleaning part numbers and units of measure before the load avoids duplicate items, which is the most common loading problem.
If spare parts lists, installed base and service history sit in different systems, Netray can help connect them so recommendations come from real consumption data.
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