Ordering in Peak Season: Orders a Busy Distributor Can Fill

Questions and answers

What makes an order easy to fill?

Part numbers, lengths, hole patterns, quantities and the delivery address, all in one message. If the part is for a specific plow model, name it. Photographs of the old part help when numbers are unclear.

When should I order?

Before the rush, using your own usage records. If you must order in the rush, order the critical items first and ask about the rest in a second message.

Should I ask for stock confirmation?

Yes. Ask whether the items are on the shelf or on order, and when they will arrive. Request that in writing.

Can I accept substitutes?

Where it is safe to do so, tell the distributor which alternatives you would accept, for example an equivalent length or a different bolt grade that meets your specification. Do not accept a substitute you cannot verify.

What about split shipments?

Agree whether you want partial shipments as stock arrives, and who pays for extra freight.

How do I keep the relationship good?

Pay on time, give forecasts, avoid last-minute changes and say thank you when they go out of their way. When stock is tight, the buyers who are easy to deal with are often served first.

Order message checklist

A complete order message is the difference between a shipment and a round of questions.

1. Account name and contact details.
2. Part numbers and descriptions, with photographs where needed.
3. Quantities and the date needed.
4. Acceptable substitutes and rules for them.
5. Delivery address and receiving hours.
6. Request for stock status and ship date.

If the part is not available

Ask the distributor what the closest available alternative is, and ask for the supplier’s specification for it. Compare with your own, and decide whether the difference matters for your use before you say yes.

Boundary: No stock or lead time is promised or implied; confirm availability with your distributor in writing.