Identify the unit as configured
Give the complete model suffix, rated supply, selected sensor input and output type. A relay-output unit and a current-output unit in identical housings need different assessments. If available, provide the saved settings and note which ones must be preserved.
Agree on the return condition
Tell us whether the quotation should include a bench diagnosis, a replacement recommendation or a post-repair indication and output check. Parts and supported repairs depend on the model. The person accepting the unit should know which settings were retained or changed.
When the display and the output disagree
If a panel display followed temperature but the heater stopped responding, include any observations already recorded by maintenance about the output lamp, relay indication or controller alarm. A controller sent out on its own cannot reproduce every fault in the heater circuit. The plant's notes help separate a bench assessment of the controller from a later check of the installed system.
For a replacement controller, agree who will restore the approved operating settings. Keep a copy of the recipe and input configuration with the equipment record and identify any settings protected by the equipment supplier.
Coordinate the handover from maintenance
Include the panel tag and the contact who can release the controller. If only the readout is sent, identify any field probe that remains installed.