Engine Order Checklist for Repair Shops

What Information Should You Gather First?

Before requesting a quote, gather as much information as possible from the customer's equipment. The engine serial number is one of the most important pieces of information because the same engine family can have different configurations depending on the application.

Pilot Engines builds replacement engines to the customer's specific engine serial number and uses application information to help identify the correct replacement.

Depending on the engine, useful information may include:

• Engine serial number
• Engine model
• Equipment or vehicle make and model
• Vehicle identification number (VIN), when applicable
• Machine serial number, when applicable
• Arrangement or configuration number
• Application and operating environment
• Existing engine configuration

The exact information required can vary by engine. For example, some Pilot Engines product information asks customers to provide the serial number, arrangement number, equipment make and model, and sump location when requesting price and availability.

If you're unsure what information applies to a particular engine, contact Pilot Engines before ordering rather than guessing.

Is It the Exact Application?

A model number alone may not be enough to confirm an engine replacement.

Two engines from the same family can have different configurations, accessories, horsepower ratings, or applications. That's why fitment should be confirmed before the purchase order is placed.

For a repair shop, this is especially important because the cost of getting the wrong engine goes beyond the engine itself. It can mean additional freight, lost shop time, a delayed customer repair, and another round of coordination.

Pilot Engines' fitment guidance recommends verifying the engine serial number, application, and configuration before ordering.

When requesting a quote, give the supplier the actual identification information from the customer's equipment whenever possible.



Don't rely on:

"That's a Cummins 6.7."

Provide:

The specific engine identification and application information needed to determine which configuration fits.

That extra step can prevent an expensive mistake.

What Configuration Does the Customer Need?

Once the application is identified, determine what type of replacement makes sense for the repair.

For example, a Long Block may make sense when the shop can reuse appropriate external components from the existing engine. A Drop-In is a more complete package designed to reduce the number of components that need to be transferred during installation. The available configurations vary by engine.

The right choice depends on the customer's engine, equipment, repair plan, budget, and what components are being reused.

Before quoting, confirm:

• Which configuration is being considered
• What components are included
• What components must be transferred
• Whether the configuration is appropriate for the application
• Whether additional parts or work should be included in the repair estimate

This is also where a supplier's application support can be valuable. If the shop isn't certain which configuration is appropriate, ask before the order is placed.



What Will the Job Really Cost?

The engine price is only one part of the repair.

Before committing to the customer, confirm the costs that will affect the shop's total job estimate. Depending on the application, that may include:

• Engine price
• Freight
• Core deposit or core requirements
• Installation labor
• Components that must be transferred
• Additional parts or supplies

Any application-specific requirements

Pilot Engines uses refundable core deposits on applicable engines and provides core-return information with its products.

It's worth understanding the core requirements before giving the customer a final price. A shop should know what happens to the old engine, how the core is handled, and what requirements apply to the specific replacement being quoted.

What Are the Lead Time and Warranty?

Before promising a completion date to the customer, confirm the current availability and lead time for the specific engine.

Don't assume that because an engine family is listed on the website, a particular configuration is immediately available. Availability and timing can vary by engine and configuration.

Warranty is equally important. The coverage can differ depending on the engine and configuration. For example, Pilot's current product information shows different warranty coverage for long block, on-road, and off-road configurations.

Before ordering, make sure you know:

1. What warranty applies to the specific engine?
2. What does the warranty cover?
3. Are there registration requirements?
4. What should the shop do if a warranty issue occurs?

Knowing these details before installation helps the shop explain the repair to the customer and avoid surprises later.

A Simple Pre-Order Checklist

Before you place the order, make sure you can answer these questions:

• Do I have the correct engine serial number?
• Do I know the exact equipment or vehicle application?
• Has the configuration been confirmed?
• Do I know whether the customer needs a Long Block or Drop-In?
• Do I understand what is included?
• Have I confirmed current price and availability?
• Do I understand freight and core requirements?
• Do I know the warranty for this specific configuration?
• 
  

If any answer is "I'm not sure," it's worth resolving it before the order is placed.

Frequently Asked Questions

Ready to Find the Right Remanufactured Engine?

Pilot Engines makes it easy to find the right Reviva remanufactured engine for your application. From long blocks to complete drop-in engines, our team can help match you with the right engine for your vehicle or equipment.