When information is tied to the correct asset, site and source, it is easier to separate confirmed facts from items that need review. Share what is genuinely known and leave uncertain fields clear instead of adding estimates that could affect the quotation scope.
Start with the load and working position
Begin by describing what must be lifted rather than naming a crane you expect to be suitable. Record the load weight, dimensions and shape when these details are confirmed, then identify the pickup and placement points. Add the required working radius and height or reach at each point, because weight alone does not explain the task. If the project has several loads or operating positions, list each case separately and identify which are routine and which are exceptional. Use clear units and distinguish measured information from estimates. These inputs help qualify the enquiry and compare possible approaches; they do not constitute final engineering selection of equipment.
Document the site and constraints
State the country, city and site type, and whether the work is inside a building, in a yard, at a quay or within a construction project. Attach a layout showing the load location, access route and area available for equipment positioning, plus recent photographs from useful angles when available. Record openings, clear heights, movement space and ground or structural information exactly as provided by the project documents, without inferring site capacity. Note unavailable areas and any known access or coordination windows. If drawings are preliminary or out of date, label them accordingly so they are not treated as final information during quotation preparation.
Define the quotation scope and responsibilities
Explain whether the requirement is equipment supply only, supply with transport, installation and commissioning, a defined lifting service, or maintenance and modernisation of existing equipment. List what the customer site will provide and what you want included in the quotation, such as civil work, power interfaces, storage areas or supporting equipment, without assuming responsibility for either party. Add the delivery destination, target timing and known project stages. If the enquiry is part of a tender or larger package, attach the scope, bill of quantities and correct document revision, and state how pricing or packages should be separated for review.
Review the file before submission
Combine the task description, load and dimension schedule, layouts, photographs and contact information into one organised file set. Give every attachment a clear name, date or revision, and link comments to the relevant location or load. Mark unknown fields as unconfirmed instead of filling them with guesses, and list the questions that still require review. Include the technical and commercial contacts, project location and preferred communication language. A structured brief makes missing information easier to identify and supports clearer questions and quotation scope, while technical verification and solution selection remain part of the project review.