For ships3 min read
How to prepare a provisions list: 10 tips for a fast, accurate quote
Ship name, ETA, unit, packing, substitutes and priorities. A few lines of extra information in the list prevent wrong products and late quotes.
The speed and accuracy of a provisions quote depend largely on the list that comes from the ship. A clear list lets the supplier read every line correctly the first time; an incomplete one costs hours of questions and answers. The ten tips below help you win that time back when you prepare your list.
1. Introduce the ship and the voyage
Write the ship’s name, IMO number and flag at the top of the list. The supplier may be preparing quotes for several ships on the same day; this information makes sure your list is matched to the right ship.
2. Give the arrival time and delivery place
The estimated time of arrival (ETA) and where the delivery will take place (port, anchorage or in transit) are the basis of the supplier’s planning. If the ETA changes, update it with a short note.
3. Add the agent and a contact person
The name and contact details of the ship’s agent are needed to coordinate the delivery and the documents. Also write clearly the e-mail address the quote should be sent to.
4. Describe the product
Writing “Rice, long grain, 25 kg bag” instead of “Rice” removes the risk of the wrong product. If you want a particular brand, write the brand; if not, write the type and the size.
5. Write the quantity with its unit
Every line should have a quantity and a unit together: KGS, PCS, CTN, BTL and so on. Give packing information separately: “Eggs, 30 pcs/tray, 20 trays” and “Eggs 20” are not the same thing.
| Product | Details | Quantity | Unit |
|---|---|---|---|
| Beef striploin | boneless, chilled | 40 | KGS |
| Rice | long grain, 25 kg bag | 8 | BAG |
| Eggs | 30 pcs/tray | 20 | TRAY |
| Tomatoes | fresh | 60 | KGS |
6. Add IMPA codes if you have them
IMPA codes speed up matching. If you do not have them, do not worry; a clear product description does the same job.
7. Divide the list into sections
Group fresh, frozen and dry products in separate sections. Write non-provision items such as cleaning and cabin supplies separately too. This way each section is quickly routed to the right source of supply.
8. State substitutes and priorities
Say which product you accept in place of which, and which items are essential. A short note such as “Salmon fillet, if not available trout fillet” prevents empty lines in the quote.
9. State special requirements
If the crew has dietary requirements (halal products, vegetarian options, allergies), write them at the top of the list. This is taken into account when choosing products and substitutes.
10. Send the list early and in one file
Sending the whole list in one file, 24 to 48 hours before the estimated arrival, brings the fastest quote. If you need to add items later, send them in the same thread and state the change clearly.
In short
- Ship, ETA, delivery place and agent at the top of the list.
- Product description, quantity and unit together on every line.
- Divide into sections; state substitutes and priorities.
- Send the list early and in one file.
Frequently asked questions
In which format should I send the list?
Whatever you have: Excel, PDF, a photo or lines written in the e-mail body. Excel is read with the fewest errors; if you send a photo, make sure the lines are sharp and fully visible.
Can I make changes after sending the list?
Yes. Send the change in the same e-mail thread, stating clearly what was added or removed; if you send a new file, add a version to its name.
