How a company tells 4,000 crewing agencies and shipowners about itself in one day

You run a simulator centre, a medical board, a supply warehouse or a fleet with open berths, and you need crewing agencies and shipowners. Usually it looks like this: a sales manager spends a month collecting a base from websites, writes one letter a day, half of the addresses turn out dead, and the replies come from secretaries. The mailing for companies does the same work in one day and lands in the department where decisions are made.

🗂️ What the base is

Marine Helper has been mailing seafarer CVs to crewing agencies and shipowners for several years. Over that time a base has grown and is refreshed daily: more than 4,000 companies. These are crew managers, operations departments and owners of crewing agencies and shipping companies, the people who hire crew, buy training and supplies and choose partners.

The base is split by fleet (merchant, tanker, offshore and drilling platforms, passenger and yachts) and by region (Ukraine, Europe, the Baltics, Greece and Turkey, Scandinavia, the United Kingdom, the USA and Canada, the Middle East, Asia, Africa). There is a “whole world” direction: one letter, more than four thousand companies.

Now a company can send a letter through this same base. Not a CV, but its own offer: a presentation, a price list, a course catalogue, an invitation to cooperate.

🏢 Who it is for

Anyone whose client or partner sits in a crewing agency or a shipowner office:

• maritime training and simulator centres;
• medical centres and laboratories that run seafarer medicals;
• ship chandlers and supply companies;
• maritime lawyers, insurance and P&I;
• IT, connectivity and services for the fleet;
• shipowners looking for crewing partners, and crewing agencies looking for fleet.

If your product is for the accounts department or the harbour master, this is the wrong base. The letter is read by people who deal with crew and operations.

🧭 How the order goes

The form is the same one seafarers use, four steps:

1. Recipients. Tick the fleet and countries or the whole world. Next to each direction you see how many companies and addresses it has.
2. Exclusions. Cross out competitors and companies that must not receive the letter. Russian companies are excluded with one tick.
3. Subject and text. Both fields are optional. Have a ready text, paste it in. Do not have one, leave them empty: a manager reads your file, writes the letter and sends it to you for approval before the mailing.
4. Date. Choose the day and time. The mailing can be repeated in two weeks as a second wave: the letter reaches those who were on leave or travelling the first time.

The file goes as an attachment, and the letter carries a link to it. One main file and one addition, for example a price list or a booklet, up to 10 MB each: PDF, DOC, DOCX, PPTX or an image.

The letters go out from a separate mailbox created for your mailing. Replies arrive there too, you read them in the cabinet, and the report shows deliveries, opens and clicks on the file.

✍️ What to write to get replies

A few rules that work wherever you mail:

• One subject, one offer. “Tanker crew courses with a discount for crewing agencies until the end of the year” beats “Cooperation”.
• The first two lines decide everything. Who you are, what you give and why it pays off for the recipient. Save the company history for the presentation.
• One action. Reply to the letter, open the price list, book a call. Not all three at once.
• A contact person with a name and a phone. A letter from “the sales department” gets fewer replies.
• A file under 10 MB with a clear name. “Course catalogue 2026.pdf”, not “final_v3.pdf”.

If in doubt, leave the fields empty. A manager writes the letter from your file and sends it for approval.

💵 What it costs

The company price is double the seafarer price of the same direction: a regional direction from 8 to 14 dollars, a fleet from 40 to 60, the whole world 80. The price includes manual preparation of the letter and a manager’s check, which is why it is higher. Seafarer discounts do not apply to company orders. Payment by a card of any country or by crypto, in hryvnia, dollars or euro.

For comparison: one sales manager calls twenty companies a day, and half of them do not pick up.

⚠️ Honestly, what will not happen

A mailing does not guarantee contracts. It guarantees that your offer lands in the inbox of the right person in four thousand companies; after that your offer and your price decide.

Every letter has an unsubscribe link, unsubscribed addresses leave the base at once, and undelivered ones are cleaned every day. That is what keeps the letter out of spam and the base alive.

⚓ For seafarers

Seafarers send their CV through this same base, and the crewing agencies are the ones who call. How that works is covered in the article on CV mailing.