Start with the grade rather than the specification. Grade A has minimal signs of use, Grade B light cosmetic wear, and Grade C visible wear, best value, fully functional. If the machines will be seen by customers or the public, specify A or B. If they live in a vehicle cab or a workshop, Grade C usually delivers the better return.
Next decide whether continuity matters. Where an estate already runs a particular Toughbook, Getac or Dell platform, matching it exactly preserves docks, cradles, cabling and operator familiarity, and that normally saves more than a cheaper mismatched unit would.
Then confirm the practical terms. All refurbished products are covered by a Return to Base warranty, though the length is not fixed. It varies by unit and by available stock, typically from three months upwards, and is confirmed at the point of sale. Ask for grade, configuration and serial on the quote, and check whether a manufacturer-certified option exists for your model.
Finally, send quantities and timescales together. Availability is what makes a plan realistic, and refurbished stock moves.