Bearing Sourcing Checklist — 22 Questions Before the PO
Most bearing problems are decided before the purchase order, not after: an ambiguous specification, an unverified supplier, or a price that was never comparable. This is the checklist that catches them.
22 questions5 sectionsPrintable
Short answer. Ask five things before ordering: is the specification complete (suffix, clearance, cage, seal, grease); is the supplier verified (authorised channel, traceability); is the documentation agreed (CoC, 3.1, dimensional report); are the commercial terms comparable (Incoterm, currency, validity); and what is the failure plan (claim window, replacement, analysis).
At a glance
What this checklist covers and who it is for.
| Sections | Specification · Supplier · Documentation · Commercial · Risk |
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| Questions | 22, each answerable yes/no or with a value |
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| Time to complete | 20–30 minutes for a new supplier, 5 minutes for a repeat order |
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| Output | A comparable quotation and a documented decision |
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1. Specification — six questions
An incomplete number is an invitation to substitute.
- Is the full designation written, including every suffix (seal, clearance, cage, precision, heat treatment)?
- Are the three boundary dimensions stated, or is the number trusted to define them?
- Is the internal clearance specified, or left to the supplier's default?
- Is the cage material specified where it matters (brass, polyamide, PEEK, phenolic)?
- Is the grease or oil named, with the fill quantity and the temperature range?
- Is the required precision class stated (P0, P6, P5, P4) or implied?
2. Supplier — five questions
Price is not evidence of capability.
- Is the supplier buying through authorised channels for the brands quoted?
- Can they state which plant the part is made in?
- Do they publish specifications, or only pictures and prices?
- What is their response time on a technical question — tested, not claimed?
- Have they supplied this category before, and can they show a reference?
3. Documentation — four questions
Agree it at quotation stage or pay for it later.
- Is a certificate of conformity included as standard, and in whose name?
- Is an EN 10204 3.1 mill certificate available, and at what cost and lead time?
- Is a dimensional inspection report included, and against which standard?
- Are RoHS/REACH declarations available for the part and the coating?
4. Commercial — four questions
The only way two quotes become comparable.
- Is the Incoterm stated (EXW, FOB, CIF, DDP) and the named place?
- Is the currency and the exchange-rate basis stated?
- Is the validity period stated, and the quantity break?
- Is the MOQ stated per size, and the surcharge for mixed orders?
5. Risk — three questions
Decide now what happens if it goes wrong.
- What is the claim window and what evidence is required?
- Who pays return freight on a rejected lot?
- Is there a second source for this part, and how long would it take to switch?
The 22 questions in one table
Print this, tick it, file it with the PO.
| # | Question | Section | Answer |
|---|
| 1–6 | Full designation, dimensions, clearance, cage, lubricant, precision | Specification | ☐ |
| 7–11 | Authorised channel, plant, published specs, response time, reference | Supplier | ☐ |
| 12–15 | CoC, 3.1 certificate, dimensional report, RoHS/REACH | Documentation | ☐ |
| 16–19 | Incoterm, currency, validity, MOQ | Commercial | ☐ |
| 20–22 | Claim window, return freight, second source | Risk | ☐ |
The one question that matters most. If the quotation does not state the suffix in full, nothing else on this list can save the order. A 6205-2RS and a 6205-2RS1 are the same size and not the same bearing.
Frequently asked questions
What is the most common sourcing mistake?
An incomplete designation. “6205-2RS” without clearance, cage or grease leaves the supplier to choose, and the cheapest choice is rarely the one the application needs.
Should I always ask for a 3.1 certificate?
Ask when the part is safety-related, when the material grade matters to the process, or when your own customer requires it. For a standard replacement bearing in a conveyor, a certificate of conformity is usually enough.
How do I compare quotes from two countries?
Convert to total landed cost: unit price, freight, duty, handling, administration and the cost of a stockout. The lowest unit price is frequently not the lowest landed cost.
How many suppliers should I qualify?
Two per critical category. One is a single point of failure; three is administration you will not maintain.