AI prompts for maritime sales teams

1. First email to a ship manager before arrival

Reach the superintendent or purchaser before the vessel berths.

Write a short first email (under 120 words) from [your name], [your company], a [ship chandler / bunker supplier / port agent / repair yard] in [port], to [contact role, e.g. technical superintendent] at [ship manager company]. Their vessel [vessel name, type, IMO] is due at [port] on [ETA]. We offer [2-3 services relevant to this vessel type]. One specific, useful line about the call, one clear ask (a quick reply or a call before arrival), no hype, no prices unless I give them: [prices or "none"]. Plain text, subject line included.

2. WhatsApp follow-up

A polite second touch when there is no reply.

Write a WhatsApp follow-up (under 50 words) to [contact name and role] at [company] about [vessel name] arriving at [port] on [ETA]. I emailed on [date] about [services]. Friendly, specific, easy to answer with yes or no. Include my name and company: [name, company]. If they asked not to be contacted, do not write a message.

3. Prioritise this week's arrivals

Decide which vessels to contact first.

I am a [business type] in [port]. Here are vessels due this week: [paste list: vessel name, type, size, ETA, last port, manager]. Rank them by sales opportunity for my services ([list services]) and explain each ranking in one line. Flag anything I should check before contacting them. Do not invent facts about the vessels; say "unknown" where data is missing.

4. Prepare for a call with a ship manager

Ten-minute prep before the conversation.

I have a call with [name, role] at [ship manager company] about [vessel or fleet] calling at [port]. Here is what I know: [paste notes, fleet details, past orders]. Give me: 3 questions to ask, the 2 most likely objections and honest answers, and a one-sentence summary of what I offer them. Use only the facts I provided.

5. Answer a quote request

Reply fast and completely to an enquiry.

Draft a reply to this enquiry: [paste enquiry]. We are [company] in [port]. Our prices and terms: [paste prices, lead times, payment terms]. Confirm what we can supply, list anything we need from them (delivery time, berth, agent, quantities), and keep it under 150 words. Do not add prices or promises I did not give you.

6. Port-call checklist for your team

Make sure nothing is missed before delivery.

Create a checklist for my [chandlery / bunker / agency / repair] team for [vessel name, type] arriving at [port] on [ETA], staying [hours/days]. Include: confirmations needed from the vessel or agent, documents, delivery or service timing, and who to contact. Keep it to one page and mark items that depend on local port rules I should verify.