Why the first container is the right moment
Parts that travel with the original shipment share the same freight cost as the units and arrive before the first installation season. Ordering later usually means air freight, customs handling for a small consignment, and downtime for the end user while the part is in transit.
Components that commonly need planning
The exact list depends on the platform, but importers typically plan around the parts with the highest replacement probability and the longest lead time.
- Control boards and display boards
- Fan motors for indoor and outdoor units
- Sensors and thermistors
- Capacitors and electrical components
- Remote controls
- Compressors, where the buyer chooses to stock a small reserve
How to size the allowance
The proportion of spares to units is a commercial decision that should reflect the size of the installed base, the service network, the distance to the factory and the expected warranty exposure. Agree the ratio explicitly and record it in the order confirmation, so both sides understand what is included.
Questions worth asking the supplier
Ask whether the spare parts come from the same production line as the units, whether part numbers can be listed against each model in the order, and how a later re-order is identified. A parts list keyed to the exact model is far more useful than a generic accessory catalogue.
Documentation and warranty linkage
Spare parts planning works best when it is tied to the warranty terms and the service procedure: who authorises a replacement, what evidence is required, and how the part is shipped. Confirm the warranty scope and the replacement process for the destination market before the order is finalised.