If you want provisions delivered to your selected boat, complete the fields below and send them to the actual operator. Request a reply against each item rather than treating a shopping list as an accepted order. Use this form to agree how a particular order will be purchased, received and checked, not to choose a meal package or establish what catering is included.
1. Identify the booking and ordering channel
Start with these fields: Boat name and model: ___; booking reference: ___; charter start date: ___; delivery point: ___; group contact and communication channel: ___. Ask the operator to answer specifically for this booking and vessel. If the boat changes, ask which parts of the confirmation need checking again. Keep a previous trip's arrangements separate from the request you are submitting now.
Send this question: If you offer provisioning delivery for this booking, which channel should we use, and what date, time and time zone apply to completing the order? Sunsail says its account shows the order cut-off after the booking reference has been added. Do not extend that process to another operator. Request these entries: Submission channel: ___; completion deadline: ___; action needed to complete the order: ___; completion confirmation: ___.
2. Request separate replies for the shopping options
Ask about two possible arrangements separately: Can you purchase the provisions on our behalf? Can you accept delivery of an order we place with an outside supplier? For each offered option, request the names or roles of the person submitting the list, placing the purchase, making payment and arranging delivery. Do not treat acceptance of a delivery as confirmation that the operator will also shop or communicate with the supplier.
Add these response fields: Selected arrangement: ___; purchaser: ___; supplier contact: ___; person supplying delivery instructions: ___; any shopping or delivery charge and its basis: ___. If an outside order is accepted, ask what vessel and meeting-point information to give the supplier. Request a named contact for changes to the order or delivery point, and ask who must notify whom before either change is acted upon.
3. Submit an item list for a storage check
Prepare each requested item with these fields: Line reference: ___; product and requested specification: ___; quantity and unit: ___; pack size: ___; chilled or frozen storage requested: ___; substitution approver: ___. For a bottled drink, for example, enter the requested bottle size as well as the number of bottles. Ask the operator to identify any proposed quantity or packaging change by its line reference so you can amend the correct request.
The Moorings' equipment list identifies refrigeration or a cooling plate and mentions a separate freezer for power catamarans; it does not give numerical storage capacity. Ask for a vessel-specific reply: What usable refrigerator space and, if fitted, freezer space does this boat have, and will the attached quantities fit? Add fields for Equipment confirmed: ___; list accepted for storage: ___; lines needing adjustment: ___. Ask for a separate answer to frozen-storage requests rather than inferring a freezer from refrigeration.
4. Set substitution instructions and check starting supplies
For each line, ask the operator to confirm the procedure if the requested product cannot be obtained. Indicate whether you want to be contacted first, want a specified alternative proposed, or want the item omitted if approval cannot be obtained. Ask whether a change in brand, pack size, quantity or price requires separate agreement. Complete these fields together: Approval contact: ___; channel: ___; procedure if there is no reply: ___.
If starting consumables are provided, request the item names and quantities for this booking. Ask about any categories that might duplicate your order, such as drinks, coffee or galley consumables, without assuming they are included. For each match, record Confirmed starting item and quantity: ___; corresponding order line: ___; requested reduction or removal: ___; operator response: ___. Ask the operator to check the revised list rather than removing an item solely because its name appears in a general inventory.
5. Assign receipt, checking and final confirmation
Ask the operator to distinguish these tasks: Who meets the delivery, who compares the products with the agreed list, and who reports missing or different items? Include Recipient and contact: ___; list checker: ___; person receiving discrepancy reports and channel: ___; meeting instructions: ___. If receipt and checking are assigned to different people, ask how both will receive the same item-list version and how the handover between them will be recorded.
Finish with Operator name: ___; reply date: ___; item-list version: ___; accepted lines: ___; unresolved questions: ___. Ask what response can be proposed for a missing or different item and who must approve it. If you revise the order, send the new version and request confirmation that it replaces the earlier one. Keep fields for list submission, order acceptance and delivery checking separate, and ask the operator to complete the relevant field at each stage.
Frequently asked questions
Does sending this form place an order?
Ask the operator which action makes the order complete. Keep separate fields for sending the list, receiving the operator's reply and obtaining confirmation of the completed order.
What if no deadline is supplied?
Leave the deadline unresolved and request a date, time and time zone for this booking. Ask whether submitting the list and completing the order have different cut-offs.
Is a refrigerator listing enough?
Ask the operator to check your actual quantities against usable space, not just confirm the equipment name. Request a separate answer about freezer space if you want frozen provisions.
Should every item have a substitute?
Mark items for which you do not want a substitute as well. Ask the operator to confirm whether changes need approval and what happens if the approval contact cannot be reached.
Can different people receive and check the delivery?
Ask whether the operator accepts that division of tasks. If agreed, enter both contacts and request a method for giving them the same confirmed list and recording discrepancies.
How should I deduct starting supplies?
First request confirmation of the items and quantities provided for your booking. Then mark the proposed reduction against the relevant order line and ask for approval of the revised list.