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ChecklistInformation request checklist

OEM information request checklist

Send a focused technical request that gives the manufacturer enough context to provide a useful, traceable response.

OEM responses are often delayed or too general because the request contains a few photographs and a broad question such as 'can we repair this?'. A better request identifies the exact asset, the decision required, the evidence already available and the specific information needed from the manufacturer.

Start detailed checklistSee attachment pack
01

How to use this checklist

Create a concise technical package that helps the OEM understand the asset, condition and decision while making the requested response and its engineering basis explicit.
Use it when
  • Damage, repair or modification may depend on original design information that the site does not hold.
  • Material, weld, alignment, torque, assembly or operating limits need manufacturer confirmation.
  • A proprietary component or system interface cannot be assessed confidently from public information alone.
  • The owner needs the OEM to confirm whether a proposed departure from the original arrangement is acceptable.
Do not use it to
  • Sending all available files without identifying the actual technical decision required.
  • Assuming an OEM email automatically replaces the owner's engineering, verification or statutory obligations.
  • Asking the manufacturer to approve work that has not been described with dimensions, drawings or inspection results.
  • Treating silence or a sales response as engineering acceptance.
02

Stop and escalate when

These conditions deserve an explicit competent-person decision rather than being treated as routine checklist gaps.

!

The equipment condition presents an immediate safety risk and the request is delaying local risk control.

!

The proposed repair or modification affects a safety-critical function, rated capacity, pressure boundary or primary load path.

!

The OEM response conflicts with site evidence, previous failures or another applicable engineering requirement.

!

The response is verbal only and the decision requires a controlled, traceable engineering basis.

!

The manufacturer no longer supports the product and key design information remains unavailable.

03

Working checklist

Your assessment is stored in this browser. Assign an explicit outcome, record the evidence behind it, and capture actions for every gap or unclear item.

Assessment record

Identify the asset and assessment basis

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Current screening outcomeAssessment in progress

0 of 43 items have an explicit screening outcome.

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01

1. Define exactly what you need from the OEM

One clear technical decision is easier to answer than a broad request for advice.

Write a one-sentence statement of the problem or proposed change.
Screening outcome
Add measurement, evidence or notes
State the decision required from the OEM: information, confirmation, review, approved method, replacement part or drawing.
Screening outcome
Add measurement, evidence or notes
List specific technical questions and number them so the response can answer each one directly.
Screening outcome
Add measurement, evidence or notes
Separate urgent operational questions from longer-term permanent repair or redesign questions.
Screening outcome
Add measurement, evidence or notes
State the date by which a response is needed and why that date matters.
Screening outcome
Add measurement, evidence or notes
Nominate one technical contact for follow-up and one commercial/procurement contact if different.
Screening outcome
Add measurement, evidence or notes
02

2. Identify the exact equipment configuration

The manufacturer must know which machine, variant and revision the request applies to.

Provide owner, site, asset number and equipment location.
Screening outcome
Add measurement, evidence or notes
Provide manufacturer, model, serial number, year of manufacture and nameplate photographs.
Screening outcome
Add measurement, evidence or notes
Provide part numbers, assembly numbers and drawing references for the affected component.
Screening outcome
Add measurement, evidence or notes
Identify attachments, options, upgrades or local modifications that differ from the standard machine.
Screening outcome
Add measurement, evidence or notes
State whether the affected component is original, replaced, repaired or previously modified.
Screening outcome
Add measurement, evidence or notes
Provide current software, control or firmware revision where the question involves control behaviour.
Screening outcome
Add measurement, evidence or notes
Confirm whether the equipment configuration shown in the OEM records still matches the installed asset.
Screening outcome
Add measurement, evidence or notes
03

3. Provide a controlled evidence package

Give enough evidence to answer the question, but organise it so the important information is not buried.

Include a one-page cover note with issue summary, asset identity, requested decision and attachment index.
Screening outcome
Add measurement, evidence or notes
Include overall, medium and close-up photographs with labels, orientation and scale.
Screening outcome
Add measurement, evidence or notes
Include marked-up drawings or sketches showing the exact area and proposed change.
Screening outcome
Add measurement, evidence or notes
Include measured dimensions and clearly distinguish measured values from nominal or assumed values.
Screening outcome
Add measurement, evidence or notes
Include relevant inspection and NDT reports with dates, methods and coverage.
Screening outcome
Add measurement, evidence or notes
Include relevant operating, load, pressure, temperature, speed, cycle or duty information.
Screening outcome
Add measurement, evidence or notes
Include previous repairs, modifications and similar failure history relevant to the question.
Screening outcome
Add measurement, evidence or notes
Use consistent filenames and a revision/date so later packages can be distinguished from the original request.
Screening outcome
Add measurement, evidence or notes
04

4. Ask for the original engineering information you actually need

Do not ask for 'all drawings'. Ask for the information needed to resolve the decision.

Request the applicable component or assembly drawing revision.
Screening outcome
Add measurement, evidence or notes
Request material specification, grade, heat treatment or hardness requirements where relevant.
Screening outcome
Add measurement, evidence or notes
Request design loads, allowable loads, rated capacity or operating limits relevant to the affected detail.
Screening outcome
Add measurement, evidence or notes
Request weld detail, weld procedure requirements, preheat, consumable, sequence and post-weld requirements where applicable.
Screening outcome
Add measurement, evidence or notes
Request bolt grade, torque/tension method, locking method and tightening sequence where applicable.
Screening outcome
Add measurement, evidence or notes
Request alignment, clearance, fit, tolerance or setup requirements that control the assembly.
Screening outcome
Add measurement, evidence or notes
Request inspection, NDT, proof-test, functional-test and acceptance requirements for return to service.
Screening outcome
Add measurement, evidence or notes
Request a 3D model or controlled dimensional information only where it is needed for fit-up, machining or redesign.
Screening outcome
Add measurement, evidence or notes
05

5. Ask the OEM to define the response basis

A useful answer says what is accepted, under what conditions and on what information the conclusion depends.

Ask whether the proposed work restores the original design or creates a modified condition.
Screening outcome
Add measurement, evidence or notes
Ask the OEM to identify assumptions, limits and conditions attached to its recommendation.
Screening outcome
Add measurement, evidence or notes
Ask whether the response applies only to the identified serial number/configuration or to a wider fleet.
Screening outcome
Add measurement, evidence or notes
Ask whether further inspection or disassembly is required before the recommendation can be final.
Screening outcome
Add measurement, evidence or notes
Ask whether the change affects rated capacity, warranty, certification, service interval or future inspection requirements.
Screening outcome
Add measurement, evidence or notes
Ask for the applicable drawing, bulletin, procedure or engineering reference where one exists.
Screening outcome
Add measurement, evidence or notes
Request a written response from an identifiable technical authority appropriate to the significance of the decision.
Screening outcome
Add measurement, evidence or notes
06

6. Control follow-up and close the request

The request is complete only when the answer is captured, interpreted and incorporated into the project records.

Log questions, OEM responses, clarifications and outstanding items in one controlled list.
Screening outcome
Add measurement, evidence or notes
Record meeting minutes and confirm important verbal statements in writing.
Screening outcome
Add measurement, evidence or notes
Check that every numbered technical question has been answered or deliberately closed.
Screening outcome
Add measurement, evidence or notes
Identify contradictions between the OEM response, site condition and other engineering evidence.
Screening outcome
Add measurement, evidence or notes
Record what owner-side engineering, verification and approval is still required after the OEM response.
Screening outcome
Add measurement, evidence or notes
Update the repair/modification scope, drawings and acceptance criteria using the controlled response.
Screening outcome
Add measurement, evidence or notes
Archive the original request, attachments and final response with the asset records.
Screening outcome
Add measurement, evidence or notes
Overall notes

Record the final screening context

Note operating restrictions, missing documents, work orders, competent-person decisions or assumptions that affect the result.

04

Minimum useful attachment pack

The checklist is most useful when the evidence can travel with the request.

01

One-page technical request cover note and numbered question list.

02

Asset identification and nameplate photographs.

03

Marked-up drawing or sketch showing the affected area.

04

Overall, medium and close-up photographs with scale.

05

Relevant inspection/NDT reports and measured dimensions.

06

Operating duty and event history relevant to the request.

07

Previous repair/modification information where it changes the current configuration.

08

Proposed repair or modification drawing if the OEM is being asked to review a specific solution.

05

Five questions before you call it complete

1Can the OEM identify the exact asset and configuration without guessing?
2Is the requested technical decision stated in the first page of the package?
3Can each question be answered individually and traced to the evidence provided?
4Have measured, nominal and assumed values been clearly distinguished?
5Will the final response be suitable for controlled project and asset records?
06

Common gaps and weak evidence

The vague repair question

A message asks 'can we weld this?' without damage extent, material, duty, drawings or the proposed repair detail.

The attachment dump

Dozens of unlabelled photographs and old PDFs are sent with no cover note, index or clear decision request.

Wrong configuration

The OEM answers for the standard machine while the site asset contains attachments and earlier modifications that change the problem.

Uncontrolled verbal answer

A phone call influences a safety-significant decision but assumptions, authority and conditions are never recorded.

07

Related AS Applied content

When should the OEM be involved?

Decide when OEM input is useful, necessary or critical to the engineering basis.

Open →Plant modification information checklist

Build the broader before-and-after modification brief around the OEM request.

Open →Repair vs modification

Separate restoration work from changes that create a new engineering state.

Open →
Project-specific engineering

Need the checklist applied to real plant?

AS Applied helps you gather the right information. Detailed assessment, repair design, modification design, verification and RPEQ services are provided through XPO Engineers.

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