A planned shutdown is the one time you can get inside your equipment and replace what’s worn. Each day of a shutdown costs money, so the parts have to be on site before the crew starts. If a part is late, you either keep running on a worn component or stretch the outage while you wait.
So how early should you order? It depends on what you’re buying.
Start With Inspection Data, Not the Calendar
The best time to plan your next shutdown is during the current one. While the equipment is open, note which parts are close to the end of their service life, take measurements and photos, and pull drawings. That gives you a parts list months before you need it instead of weeks.
General Timelines to Plan Around
Stock or standard parts: 4–8 weeks out is usually enough, but confirm availability early. Even common items can be backordered.
Custom-fabricated parts: Plan on 8–12 weeks or more. Custom work needs drawings, approvals, material sourcing, fabrication, and inspection, and every one of those steps takes time.
High-temperature alloy components: Order as early as you can. Specialty alloys can have long mill lead times, and material availability often sets the schedule more than shop time does.
Complex or first-time builds: If a part has never been made before, or the original drawings are missing, allow extra time for reverse engineering and design review.
What Slows Orders Down
Most delays happen before fabrication even starts:
Incomplete or outdated drawings
Waiting on internal approvals or purchase orders
Last-minute changes to dimensions or materials
Material shortages during busy shutdown seasons
Many plants schedule outages in spring and fall, so fabrication shops and material suppliers fill up during those windows. Ordering ahead of the rush protects your timeline.
Build in a Buffer
Plan for parts to arrive at least two weeks before the shutdown starts. That leaves time to receive and inspect them, check fit, and fix any issues before the equipment is down.
Talk to Your Fabricator Early
Even if your shutdown is six months away, an early conversation helps. Your fabricator can flag long-lead materials, suggest design improvements, and hold a spot in the production schedule.
ThermaFab builds custom high-temperature components for industrial equipment. If you have a shutdown coming up, contact us at (330) 322-8338 to talk through your parts list and timeline.
