Read incoming quote requests by email, in any language, and draft a priced quote with the best route options: AI agent prompt
Freight forwarders, couriers and other shipping businesses get a steady stream of loosely written quote requests by email, often in several languages, and someone has to work out the route, service level and price for each one. An AI agent can sort the requests, pull out the shipment details, compare route options and draft a full quote for a person to check, while unusual or high-value requests go straight to the sales team. Arab News reported on Oct 22, 2026 that Saudia Cargo's AI workers now classify multilingual email rate requests, calculate multi-leg options, pick service tiers such as pharma or fresh cargo, and prepare personalized quotes within seconds, with every action logged and complex cases escalated to people.
SalesEmail quote requests for logisticsintermediateThe prompt
I run [business name], a [freight forwarder / courier / trucking / shipping] business. Here are today's quote request emails: [paste emails]. Here is my rate sheet and rules: [paste rates, surcharges, minimums, service levels such as express, temperature-controlled or fragile, and routes we offer]. For each email: 1) Translate it to English if needed and say which language it was in. 2) Label it: real quote request, follow-up, or not a quote. 3) Pull out origin, destination, dates, weight, size, number of pieces, goods type and any special handling. List anything missing. 4) Give up to 3 route or service options with price, transit time and why you picked each, using only my rate sheet. 5) Draft a short, friendly reply in the customer's language with the recommended option and the questions needed to confirm. Flag for me instead of quoting if the shipment is over [value/weight], needs dangerous-goods handling, or doesn't fit my rate sheet. Don't send anything; I'll approve each quote.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, Gemini and review the answer before you use it.
Works with: ChatGPT, Claude, Gemini, Grok Bot, Gmail, Outlook, Google Sheets
Real-world example: arabnews.com/eye-on-ai/saudi-arabia-puts-ai-agents-to-work-in-logistic
Featured in: ChatGPT prompts for business email, replies and follow-ups · AI prompts for Google Sheets and Excel work
Before you use it: what to check
Already built into this prompt
- Don't send anything; I'll approve each quote.
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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