Industrial Gearbox Procurement Checklist: What to Send With an RFQ
The quality of an industrial gearbox quote depends heavily on the quality of the information included with the RFQ.
A request that says:
“Need price and delivery on a 25:1 gearbox, 50 HP.”
may not provide enough information to identify the correct reducer.
Two gearboxes can share the same horsepower and ratio while differing in:
torque capacity,
service requirements,
output shaft,
mounting footprint,
center height,
motor interface,
mounting position,
lubrication,
backstop,
cooling,
accessories and
overall dimensions.
A better industrial gearbox RFQ gives the supplier enough information to answer four questions:
What gearbox is installed now?
What does the application require?
How does the gearbox connect to the machine?
How quickly is the replacement needed?
The goal is not simply to receive a gearbox quote.
The goal is to receive a quote for a gearbox that can actually be installed and operate correctly.
The Industrial Gearbox RFQ Checklist
For the fastest and most accurate evaluation, send as much of the following information as possible.
Existing Gearbox
Manufacturer
Complete model number
Serial number
Gear ratio
Nameplate photograph
Complete gearbox photographs
Dimensional drawing if available
Application
Driven equipment
Motor horsepower or kW
Motor RPM
Operating hours per day
Starts per hour
Load characteristics
Environmental conditions
Output Connection
Solid or hollow shaft
Shaft/bore diameter
Shaft extension
Keyway dimensions
Hollow-shaft connection type
Coupling/sprocket/sheave information
Input Connection
C-face motor mounted or separate coupled
Motor manufacturer/model
Motor frame
NEMA or IEC
Motor shaft dimensions
Coupling information
Mounting
Foot/flange/shaft mounted
Bolt pattern
Shaft center height
Mounting position
Available installation envelope
Configuration
Required rotation
Backstop
Lubrication
Cooling
Breather
Sensors
Special seals
Other accessories
Commercial Requirements
Quantity
Required delivery date
Ship-to location
New replacement or repair acceptable
Alternative manufacturers acceptable
Modifications acceptable
Critical/emergency status
That may look like a lot of information.
You do not necessarily need every item for every RFQ.
But every missing detail creates another assumption that someone eventually has to resolve.
1. Start With the Manufacturer
Provide the original gearbox manufacturer.
Examples may include:
Falk,
Dodge,
SEW-EURODRIVE,
NORD,
Sumitomo,
Flender,
Hansen,
Boston Gear,
Foote-Jones or
another manufacturer.
The brand helps identify the original product family and locate historical information.
But brand alone is not enough.
2. Send the Complete Model Number
Do not shorten the model number unless you are certain the omitted characters are irrelevant.
Gearbox model numbers can encode information such as:
series,
housing size,
ratio,
shaft arrangement,
mounting,
accessories and
configuration.
Send the complete designation exactly as it appears on the nameplate.
A photograph is usually better than manually transcribing it.
3. Include the Serial Number
The serial number can be extremely useful.
Depending on the manufacturer and age of the gearbox, it may help identify:
original build configuration,
ratio,
accessories,
shaft arrangement or
manufacturing records.
For an older industrial gearbox, the serial number can sometimes distinguish between configurations that share a similar model designation.
4. Photograph the Gearbox Nameplate
A clear nameplate photograph is one of the most valuable things you can send with an industrial gearbox RFQ.
Try to capture:
manufacturer,
model,
serial number,
ratio,
input RPM,
output RPM,
horsepower or kW,
service information and
lubricant information
where those items appear.
Take the photograph straight-on and in good lighting.
Make sure the characters are readable.
Don't Send Only the Nameplate
The nameplate identifies the gearbox.
It does not necessarily explain how the gearbox is installed.
Also send photographs of the complete drive.
5. Send a Full Installation Photograph
Step back far enough to show:
gearbox,
motor,
driven equipment,
base,
coupling,
guards,
surrounding structure and
available clearance.
This helps the supplier understand the application in context.
A close-up of a nameplate and a wide installation photograph answer very different questions.
Both are useful.
6. Photograph the Input Side
Show how power enters the gearbox.
The input arrangement may be:
direct motor mounted,
separate coupled,
belt driven,
chain driven or
another configuration.
For a separate-coupled drive, photograph:
motor shaft area,
coupling,
gearbox input shaft and
guard if practical.
For a direct motor-mounted drive, photograph:
motor,
adapter and
gearbox interface.
7. Photograph the Output Side
Show how the gearbox connects to the machine.
Examples include:
shaft coupling,
sprocket,
pulley,
hollow shaft,
shrink disc,
taper bushing or
flange.
This is particularly important when evaluating a cross-brand replacement.
8. Send the Dimensional Drawing if You Have It
A manufacturer dimensional drawing can save substantial time.
It may show:
bolt pattern,
shaft center height,
shaft diameters,
shaft extensions,
keyways,
flange dimensions,
overall dimensions and
mounting geometry.
If the original drawing is available in:
equipment manual,
maintenance file,
engineering drawing system,
purchase record or
OEM documentation,
attach it to the RFQ.
9. Tell the Supplier What the Gearbox Drives
Do not write only:
“Conveyor gearbox.”
Be more specific where possible.
For example:
“Head-shaft drive for an inclined belt conveyor carrying aggregate.”
or:
“Agitator drive on a continuously operated mixing tank.”
or:
“Bucket elevator head drive.”
The driven equipment helps establish the service requirements.
Why Application Matters
A gearbox used on a lightly loaded conveyor can experience very different service from one used on a:
crusher,
mixer,
mill,
extruder,
bucket elevator,
screw conveyor or
heavily loaded process machine.
A supplier evaluating a replacement needs to understand the load—not merely the motor.
10. Provide Motor Horsepower or Kilowatts
Record the motor rating from the motor nameplate.
For example:
50 HP
or:
37 kW
Do not estimate if the nameplate is available.
11. Provide Motor RPM
Motor speed is just as important as motor power.
A gearbox driven by:
50 HP at 1,800 RPM
is not necessarily the same selection problem as:
50 HP at 1,200 RPM.
Provide the actual nameplate RPM if available.
12. Tell the Supplier About the VFD
If the motor operates from a variable-frequency drive, include that information.
Provide the expected operating speed range if known.
For example:
Normal motor speed: 900–1,750 RPM
This can affect:
gearbox input speed,
lubrication,
cooling,
motor selection and
operating conditions.
13. Provide the Gear Ratio
If the nameplate shows the ratio, include it.
For example:
Ratio: 25.14:1
is better than simply:
approximately 25:1.
If the exact ratio is unknown, provide:
motor RPM and
measured or required output RPM.
A useful relationship is:
Gear Ratio ≈ Input RPM ÷ Output RPM
14. Provide Required Output Speed
The replacement needs to maintain the required machine speed.
For example:
Input speed:
1,750 RPM
Ratio:
25:1
Approximate output:
70 RPM
If machine speed is critical, state the required output RPM explicitly.
15. Provide Torque Information if Known
If engineering records show required output torque, include it.
A useful power relationship is:
Torque (lb-ft) = HP × 5,252 ÷ RPM
But gearbox selection should not be based on this calculation alone.
Application duty, service conditions, thermal requirements, and manufacturer ratings must also be considered.
16. Describe Operating Hours
Tell the supplier whether the machine operates:
occasionally,
one shift,
two shifts,
24/7 or
continuously for long production campaigns.
Operating duration can affect gearbox selection and thermal evaluation.
17. Describe Starts, Stops, and Reversing
If known, include:
starts per hour,
frequent reversing,
jogging,
braking and
cyclic operation.
A drive that starts once per shift is different from one cycling repeatedly throughout production.
18. Describe Shock Loading
Tell the supplier if the application experiences:
impact,
jams,
uneven loading,
sudden starts,
process surges or
other shock conditions.
This helps prevent a replacement from being selected only on nominal motor horsepower.
19. Identify the Output-Shaft Configuration
State whether the gearbox has a:
solid output shaft,
hollow shaft,
keyed hollow bore,
shrink disc,
taper bushing,
flange output or
other arrangement.
See Hollow-Shaft vs. Solid-Shaft Gearbox Replacement for the major differences.
20. Measure the Solid Output Shaft
For a solid-shaft gearbox, provide:
shaft diameter,
shaft extension,
keyway width,
keyway depth where required,
shoulder position and
retention arrangement.
Do not assume the proposed replacement will use the same shaft simply because it has the same ratio.
21. Measure the Hollow Bore
For a hollow-shaft gearbox, provide:
driven shaft diameter,
gearbox bore,
key dimensions,
engagement length,
shaft projection and
connection method.
Identify whether the connection uses:
keyed bore,
shrink disc,
taper bushing or
another system.
See Keyed Hollow Bore vs. Shrink Disc vs. Taper Bushing.
22. Identify Sprockets, Sheaves, and Pulleys
If a sprocket or pulley mounts directly on the gearbox shaft, include:
type,
approximate diameter,
position on the shaft and
distance from the gearbox where practical.
These components can create overhung loads that need to be considered.
23. Identify the Motor Interface
State whether the motor:
Mounts Directly to the Gearbox
or:
Is Mounted Separately and Coupled to the Gearbox
See C-Face Motor-Mounted Gearboxes vs. Separate-Coupled Gearboxes.
This is one of the most important input-side details.
24. For Direct-Mounted Motors, Send the Motor Nameplate
If the existing motor needs to be reused, send a clear photograph of its nameplate.
Include:
manufacturer,
model,
horsepower/kW,
RPM,
frame,
voltage,
frequency and
other relevant information.
Then explicitly write:
Existing motor must be reused.
That tells the supplier motor-interface compatibility is a firm requirement.
25. Identify NEMA or IEC Motor Frame
If known, provide the complete frame.
Examples:
NEMA 256TC
or:
IEC 160
The gearbox adapter must be compatible with the motor.
See NEMA vs. IEC Motor Adapters on Industrial Gearboxes.
26. For Separate-Coupled Drives, Identify the Coupling
Provide:
coupling manufacturer,
coupling type,
model/size,
motor-side bore,
gearbox-side bore and
spacer information if applicable.
A photograph can be very useful.
If the replacement gearbox has a different input shaft, the coupling may need:
another hub,
re-boring or
complete replacement.
27. Provide the Mounting Arrangement
Identify whether the gearbox is:
foot mounted,
flange mounted,
shaft mounted,
torque-arm mounted or
another configuration.
The mounting method is separate from mounting position.
28. Measure the Bolt Pattern
For a foot-mounted reducer, record the center-to-center distances between mounting holes.
Measure:
side-to-side,
front-to-back and
hole diameter.
For a replacement guide, see Center Height, Bolt Pattern and Shaft Diameter: How to Measure a Gearbox for Replacement.
29. Measure Shaft Center Height
Measure from the mounting surface to the output-shaft centerline.
This is one of the dimensions most likely to determine whether a replacement aligns with existing equipment.
30. Identify the Mounting Position
If the original mounting-position code is known, include it.
But when changing manufacturers, also describe or photograph the actual orientation.
Mounting-position codes should not automatically be assumed to transfer directly between manufacturers.
See Understanding Gearbox Mounting Position Codes When Changing Manufacturers.
31. Include Overall Clearance Restrictions
Tell the supplier if the replacement must fit inside a restricted space.
Provide maximum allowable:
length,
width,
height or
motor projection
where necessary.
Photographs with a tape measure visible can help communicate difficult clearances.
32. Identify Required Rotation
State the required output rotation if it matters.
This is especially important for:
right-angle drives,
backstopped conveyors and
applications where reverse movement is unacceptable.
33. Identify the Backstop
If the gearbox has a backstop, include it in the RFQ.
Do not assume the replacement supplier will know it is required from the model number alone.
Provide the permitted machine rotation if known.
34. Document Cooling Equipment
Does the existing gearbox use:
shaft-mounted fan,
electric fan,
oil pump,
oil-to-air cooler,
oil-to-water cooler or
another cooling arrangement?
Include photographs.
Cooling equipment can be an important clue that thermal capacity requires special attention.
35. Document Lubrication Requirements
Provide existing lubricant information if available.
But remember:
the replacement gearbox should ultimately use the lubricant specified by its manufacturer for the actual application and mounting position.
Also identify:
breather,
sight glass,
oil-level plug,
drain,
fill and
lubrication piping.
36. Identify Sensors and Instrumentation
Does the gearbox have:
RTDs,
temperature switches,
vibration sensors,
oil-level switches,
pressure switches,
flow switches or
other condition-monitoring equipment?
Include those requirements in the RFQ.
Otherwise a quoted replacement may omit equipment the plant expects.
37. Describe the Environment
Tell the supplier where the gearbox operates.
Examples:
indoor manufacturing,
outdoor conveyor,
dusty aggregate plant,
washdown environment,
corrosive process area,
high-temperature area,
cold-weather application or
food-processing facility.
Environmental conditions can affect:
seals,
coatings,
breathers,
lubrication and
other configuration choices.
38. State Whether Another Brand Is Acceptable
This can dramatically change the sourcing options.
Write either:
Exact manufacturer required.
or:
Equivalent manufacturers may be quoted.
If alternative manufacturers are acceptable, the supplier can evaluate cross-brand options.
See Can You Replace One Gearbox Brand With Another?.
39. State Whether Modifications Are Acceptable
Be explicit.
For example:
Drop-in replacement strongly preferred. Minor coupling or adapter-plate modifications acceptable.
or:
No machine modifications permitted.
This prevents suppliers from quoting technically workable retrofits when purchasing expects a direct replacement.
40. Define What “Drop-In” Means
If you need a drop-in replacement, explain what cannot change.
For example:
existing base must remain,
output coupling must be reused,
motor must be reused,
no guard modifications,
shaft centerline cannot change.
See What Does “Drop-In Gearbox Replacement” Actually Mean?.
41. Tell the Supplier if an Adapter Plate Is Acceptable
A replacement with a different bolt pattern may still be practical if an adapter plate is acceptable.
If the plant can tolerate this, state:
Adapter plate acceptable if required; identify separately in quote.
See When a Gearbox Interchange Requires an Adapter Plate—and When It Doesn't.
42. State Whether Repair Is an Option
If the failed gearbox is available for evaluation, state whether you want:
new replacement only,
repair quote,
replacement and repair options or
exchange/rebuilt options where appropriate.
Repair may be attractive when the gearbox is:
obsolete,
unusually configured or
difficult to replace dimensionally.
43. Provide Quantity
Do not assume the supplier knows whether you need:
one emergency replacement,
one operating unit plus one spare or
multiple units for a standardization project.
Quantity can affect:
pricing,
lead time,
production scheduling and
stocking options.
44. State the Required Delivery Date
Avoid simply writing:
“ASAP.”
Instead provide context.
For example:
Production is down. Need fastest available solution. Please quote actual ship date and expedited options.
or:
Planned shutdown begins November 15. Gearbox must arrive no later than November 1.
That gives the supplier a real target.
Ask for Actual Ship Date, Not Just “Lead Time”
“Six-week lead time” can be ambiguous.
Ask:
If we issue the PO today, what is the expected ship date?
Also ask what must happen before the lead-time clock begins:
drawing approval,
engineering approval,
deposit,
final configuration or
other customer input.
See Gearbox Lead Times Explained: Stocked vs. Assembled vs. Modified vs. Custom Units.
45. State the Ship-To Location
Provide at least:
city,
state and
ZIP code
for freight estimates where needed.
For very large industrial gearboxes, shipping method can become a meaningful part of the procurement plan.
46. Ask Whether the Gearbox Is Actually in Stock
“Available” can mean several things.
Ask whether the unit is:
physically stocked,
assembled from stocked components,
modified from an existing unit or
built to order.
This helps purchasing understand delivery risk.
47. Ask Exactly What Is Included
The quote should identify whether the price includes:
gearbox,
motor adapter,
motor,
coupling,
backstop,
cooling system,
breather,
oil,
torque arm,
bushings,
shrink disc,
sensors and
other accessories.
Never assume an accessory shown in a catalog image is included.
48. Ask Whether Oil Is Included
If yes, confirm:
lubricant,
quantity and
mounting position.
If no, request the required:
lubricant type,
viscosity and
quantity.
This avoids discovering during installation that the replacement arrived dry and the required lubricant is not on site.
49. Ask for the Dimensional Drawing With the Quote
This should be standard practice for a critical replacement.
Compare the proposed drawing against the existing machine before releasing the order.
Verify:
bolt pattern,
center height,
shafts,
keyways,
motor interface,
overall dimensions and
accessories.
50. Ask the Supplier to Identify Required Modifications
One of the best questions you can include in an RFQ is:
“Please identify any modifications required to replace the existing gearbox with the proposed unit.”
Ask specifically about:
base,
adapter plate,
shaft,
coupling,
motor,
motor adapter,
guard,
torque arm,
lubrication and
electrical/instrumentation changes.
This makes quote comparison much easier.
51. Ask Whether the Existing Motor Can Be Reused
For a motor-mounted gearbox, get a direct answer:
Will the proposed gearbox accept our existing motor without modification?
If not:
What exactly must change?
Do not discover this after the gearbox arrives.
52. Ask Whether the Existing Coupling Can Be Reused
For separate-coupled drives, ask the same question about the coupling.
The answer might be:
yes,
new gearbox-side hub required,
new spacer required or
complete coupling replacement required.
That belongs in the total installed-cost comparison.
53. Ask About Warranty
Request the applicable warranty terms and clarify when the warranty begins.
For critical equipment, also ask whether:
commissioning requirements,
approved lubricants or
installation practices
affect warranty coverage.
54. Ask About Replacement Parts Availability
For a long-term replacement, consider future support.
Ask about availability of:
seals,
bearings,
backstops,
fans,
pumps,
adapters and
other service components.
This becomes especially important when replacing obsolete equipment.
55. Compare Quotes on More Than Price
Once the quotes arrive, compare:
exact model,
ratio,
torque,
service rating,
thermal capacity,
shaft configuration,
dimensions,
motor interface,
mounting position,
accessories,
required modifications,
warranty and
actual ship date.
See How to Compare Industrial Gearbox Quotes: 12 Specifications Buyers Should Verify.
A Better Industrial Gearbox RFQ Example
Instead of:
Need quote for 25:1 gearbox, 50 HP.
send:
Please quote a replacement industrial gearbox for the attached existing unit.
Existing manufacturer: Falk
Model: [model]
Serial: [serial]
Ratio: 25.14:1
Application: Inclined belt conveyor head drive
Motor: 50 HP, 1,750 RPM
Input: Separate coupled
Output: Solid shaft
Mounting: Foot mounted, horizontal
Existing motor must be reused: Yes
Existing base must remain: Preferred
Alternative manufacturers: Acceptable
Adapter plate: Acceptable if identified in quote
Required quantity: 1
Delivery: Production-critical; quote fastest actual ship dateAttached:
gearbox nameplate photo
motor nameplate photo
full installation photos
shaft measurements
dimensional drawing
Please provide:
proposed manufacturer/model,
dimensional drawing,
actual ship date,
included accessories,
lubrication requirements and
list of any modifications required for installation.
That RFQ gives the supplier a much better starting point.
Industrial Gearbox RFQ Template
Copy this section into your next request for quotation:
Existing Gearbox Information
Manufacturer:
Model:
Serial Number:
Ratio:
Input RPM:
Output RPM:
Current Lubricant:
Application
Driven Equipment:
Motor HP/kW:
Motor RPM:
VFD: Yes / No
Operating Hours:
Starts per Hour:
Load/Shock Conditions:
Environment:
Output
Solid/Hollow Shaft:
Shaft/Bore Diameter:
Shaft Extension:
Keyway:
Connection Type:
Sprocket/Sheave/Coupling:
Input
C-Face / Separate Coupled / Other:
Motor Manufacturer:
Motor Model:
Motor Frame:
NEMA / IEC:
Motor Must Be Reused: Yes / No
Coupling Manufacturer/Size:
Mounting
Foot / Flange / Shaft Mounted:
Bolt Pattern:
Center Height:
Mounting Position:
Maximum Available Envelope:
Accessories
Backstop:
Cooling:
Breather:
Heater:
Sensors:
Special Seals:
Other:
Procurement Requirements
Quantity:
Required Delivery:
Ship-To Location:
Alternative Brands Acceptable: Yes / No
Adapter Plate Acceptable: Yes / No
Minor Modifications Acceptable: Yes / No
Repair Option Requested: Yes / No
Attachments
Gearbox nameplate photo
Motor nameplate photo
Full installation photo
Input-side photo
Output-side photo
Mounting/base photo
Dimensional drawing
Field measurements
Supplier Response Requested
Manufacturer and model
Price
Actual ship date
Dimensional drawing
Performance/rating information
Included accessories
Lubrication requirements
Warranty
Required modifications
Freight
Alternative options
Build This Information Before the Gearbox Fails
The worst time to collect this information is while a production line is down.
A plant's gearbox asset register should already contain much of the information needed for an emergency RFQ.
For critical units, store:
nameplate photographs,
dimensional drawings,
motor information,
shaft measurements,
approved replacement models,
spare availability and
supplier information.
Then an emergency RFQ can be prepared in minutes rather than hours.
Procurement Is Part of the Spare Strategy
For critical gearboxes, procurement planning should answer the question:
If this gearbox fails tomorrow, do we already know what information to send and what replacement options exist?
If not, the plant still has an unresolved downtime risk.
Our critical gearbox spare strategy and spare gearbox inventory risk guides explain how to prioritize those units.
The Goal of a Good Gearbox RFQ
A good industrial gearbox RFQ reduces assumptions.
It tells the supplier:
what you have + what the machine needs + how it connects + what can change + when you need it.
That allows suppliers to spend less time chasing basic information and more time evaluating the correct solution.
The result should be:
better quotes,
more accurate lead times,
fewer specification errors,
clearer cross-brand comparisons,
fewer installation surprises and
less downtime.
Need an Industrial Gearbox Quote?
Industrial Gearbox Supply can help evaluate:
direct replacements,
cross-brand replacements,
obsolete gearboxes,
dimensional replacements,
adapter-plate installations,
modified units and
emergency replacement options.
For the fastest evaluation, send:
gearbox nameplate + motor nameplate + installation photos + application + required delivery date.
If dimensional information is available, include that too.
Even when the original gearbox is obsolete, those details can help narrow the replacement options considerably.
A better RFQ creates a better gearbox replacement.
Sources
American Gear Manufacturers Association (AGMA)
Standards and technical resources covering industrial enclosed gear-drive design, rating, selection, lubrication, and application.
https://www.agma.org/
SEW-EURODRIVE — Industrial Gear Units
Manufacturer information covering industrial gearbox configurations, motor interfaces, mounting arrangements, accessories, and application engineering.
https://www.sew-eurodrive.com/products/gear_units/industrial_gear_units/industrial_gear_units.html
NORD DRIVESYSTEMS — Industrial Gear Units
Manufacturer resources covering industrial gear-unit configurations, mounting positions, shafts, motor adapters, cooling systems, and application options.
https://www.nord.com/en/products/industrial-gear-units/industrial-gear-units.jsp
Sumitomo Drive Technologies — Products
Manufacturer information covering industrial reducers, gearmotors, shaft arrangements, and drive configurations.
https://us.sumitomodrive.com/en-us/products
Regal Rexnord — Falk
Manufacturer resources covering Falk industrial gear drives and mechanical power-transmission applications.
https://www.regalrexnord.com/brands/falk