A short port stay leaves little room for missing equipment details or unclear access arrangements. A useful service request gives the attending team enough information to define the job before the vessel arrives. This checklist is a practical starting point for ship managers and vessel agents planning marine safety work in Saudi Arabia.

Start with the vessel and schedule

Include the vessel name, IMO number, port, terminal or berth if known, and your current ETA and ETD. Name the shipboard contact and local agent. If the berth is not confirmed, say so: an expected anchorage attendance may need a different plan from work alongside.

Identify the latest time at which work can start and finish. Note any cargo operations, crew changes or other contractors that may affect access. These details help the service provider propose a realistic attendance window.

Describe the equipment, not just the service category

“Fire-fighting service required” is a useful opening message, but it is not a complete scope. Add equipment types, quantities, manufacturers, model numbers and relevant serial numbers. Clear nameplate photographs can help resolve uncertain identification. Include the last service report and describe known defects separately from routine work.

Make coordination requirements visible

Tell the provider which classification society and flag administration apply to the vessel. Share any survey instructions and whether a surveyor is expected to attend. Confirm who will arrange port access, permits, transport, lifting assistance and any shore transfer of equipment.

Ask the provider to identify missing information, expected deliverables and parts that require advance confirmation. Avoid treating a provisional attendance time as a confirmed booking until the scope and arrangements have been agreed.

Use a simple RFQ format

• Vessel name and IMO number
• Port, berth or anchorage, ETA and ETD
• Service list with equipment details and quantities
• Previous reports and known defects
• Class, flag and any survey coordination
• Agent and vessel contact details
• Access arrangements and required completion window

Where survey coordination is involved, DNV’s survey-booking guidance illustrates why the service location and supplier availability matter.

Send your RFQ to Offshore Marine Solutions with the information above. Our team can review the scope and confirm attendance options for your port call.