For urgent technical ship supply, send the vessel and delivery information together with each item’s technical specification. This reduces clarification rounds and makes it easier to distinguish an exact match from an alternative requiring your approval.
1. Identify the vessel and delivery window
Start with the vessel name and IMO number, the port and berth if known, ETA and ETD, and the latest acceptable delivery time. Name the vessel agent or receiving contact and note any terminal, shipyard or security requirements. If the ship is moving between Gdynia and Gdańsk, state which call should receive the goods.
2. Describe each product so it can be matched
For every line item, include quantity and unit, maker, model, part number, material, dimensions and application. Add drawings or clear photographs when the item is difficult to identify. IMPA or ISSA references are useful, but they should be accompanied by critical technical parameters when a variation could affect fit or function.
For electrical stores, include voltage, current, frequency and relevant protection or connection details. For marine cables, specify conductor configuration, cross-section, length, insulation, fire-performance requirements and any required approval. For engine stores, maker data and equipment serial numbers can be especially helpful.
3. State documentation and substitution rules
List any certificate, maker document, material record or class-related requirement in the RFQ itself. If an alternative is acceptable, say which characteristics may change and which may not. A proposed substitute should be reviewed by the vessel or purchasing team before it is treated as approved.
4. Separate supply from onboard work
If the request includes fitting, testing or repair, describe the work scope separately from the goods. Share access conditions, drawings, photographs, expected attendance window and applicable vessel or yard procedures. MER Service can coordinate technical stores with marine electrical work, welding and GRE pipe services where appropriate.
What to send in one email
- Vessel name, IMO number, port, berth or agent, ETA/ETD and deadline.
- Itemized quantities and technical specifications, with maker references and photographs where available.
- Required certificates or product documentation and whether alternatives may be quoted.
- Delivery contact, access requirements and any separate onboard service scope.
For a Gdynia or Gdańsk call, send the RFQ to office@merms.pl. Availability and timing are confirmed against the actual specification and port schedule.