When NZ and AU buyers source products from China, spare parts are usually an afterthought. They should not be.
Planning spare parts before production or shipment is one of the most practical steps a buyer can take — and one of the most commonly skipped.
Why spare parts planning matters before freight
Once goods leave China, your options narrow. You can order parts separately on a future shipment, pay expensive air freight, or try to source locally — often at a significant premium, if the part is available at all.
Replacement motors, wear parts, seals, belts, consumable components, and hardware that seems minor are all easier to source, identify, and price while the product is still with the supplier.
What to ask the supplier
A few practical questions cover most situations:
- What parts wear out or need periodic replacement?
- What is the part number and can you supply spares at the same time as the main order?
- Are there any components that are specific to this product and not available as generic parts?
- What is the lead time for spare parts if ordered separately later?
Most suppliers will answer these questions directly. If a supplier cannot or will not answer, that itself tells you something about their product knowledge.
What to order
The right quantity depends on your usage, your order volume, and the criticality of the part. As a starting point:
- High-wear consumables — order enough for six to twelve months of expected use
- Parts that would stop operations if they failed — hold at least one spare set
- Low-wear mechanical parts — consider ordering two or three as insurance
The cost of holding spare parts is almost always lower than the cost of downtime or emergency freight.
Packing spare parts for shipping
Spare parts shipped loose or poorly labelled cause customs and warehouse problems. Ask the supplier to pack spares separately with clear part descriptions, quantities, and values on the packing list. This simplifies customs clearance and makes it easier to locate parts on arrival.
Spare parts as part of the product check
Before freight handoff, verify that the spare parts ordered are actually included in the shipment. Check the packing list against what was agreed. It is common for spares to be forgotten or packed incorrectly if this is not confirmed.
Summary
Spare parts planning adds a small amount of time to the sourcing process and a modest cost to the shipment. The alternative — sourcing parts urgently after arrival — is almost always more expensive and more disruptive.
If you are planning a shipment and want help reviewing spare parts requirements, contact ANZSBS with the product details.