| Nutrient composition | Guaranteed nitrogen (N), phosphate (P2O5), and potash (K2O) content; confirm whether the product is compound, complex, or a physical blend. | Product specification and certificate of analysis (COA) for the relevant production lot. | Compare nutrient guarantees on the same basis. Fertilizer grades commonly state N–P2O5–K2O percentages by mass, but local rules determine accepted labeling conventions. | Confirm that the product description and guaranteed analysis match the destination market’s registration and labeling requirements. |
| Physical quality | Granule size distribution, moisture, hardness or crush resistance, dust level, and caking tendency. | Product specification, test methods, recent quality records, and a representative sample where appropriate. | Ask whether specifications apply at the factory gate, port of loading, or another agreed inspection point. | Check that packaging and handling are suitable for the expected transit duration, climate, and storage conditions. |
| Solubility and application | Water solubility and suitability for the intended use, such as field application, fertigation, or blending. | Technical data sheet and application guidance identifying product limitations. | Confirm that the selected grade is appropriate for local crops, soils, irrigation systems, and agronomic recommendations. | Do not assume a granular compound fertilizer is suitable for fertigation; verify solubility and equipment compatibility. |
| Contaminants and safety | Relevant contaminant limits, handling hazards, and any destination-specific restrictions. | Safety data sheet (SDS), COA, and test reports for parameters required by the importing jurisdiction. | There is no single contaminant limit that applies to every fertilizer and destination; identify the applicable national or regional rules before contracting. | Check SDS classification and transport requirements against the product’s actual composition and applicable regulations. |
| Regulatory compliance | Product registration, permitted nutrient claims, labeling language, importer obligations, and any required pre-market approvals. | Registration or authorization documents where required, label artwork, technical file, and supporting test results. | Requirements vary by destination and product category. Confirm them with the competent authority or qualified local importer before shipment. | Align the commercial invoice, packing list, product label, certificate of origin, and regulatory documents to avoid inconsistent descriptions. |
| Quality-system verification | Documented production controls, lot traceability, and procedures for handling non-conforming product. | Quality-system documentation, traceability example, audit evidence, and corrective-action process. | Certification can support due diligence but does not replace verification of the actual product specification or destination-market compliance. | Agree in advance on sampling, inspection, test methods, acceptance criteria, and responsibility for inspection costs. |
| Contract and inspection terms | Product grade, tolerances, quantity, packaging, inspection point, claims period, and remedies for specification failures. | Signed sales contract, approved specification, inspection protocol, and agreed claims procedure. | State the governing law, payment terms, currency, and document requirements clearly in the contract. | Define whether inspection occurs before loading, at discharge, or at another agreed location; identify the accepted laboratory or inspector. |
| Incoterms and cost allocation | Named delivery point and the division of transport costs, risks, export formalities, and import formalities. | Quotation and contract stating the chosen Incoterms® 2020 rule and the precise named place or port. | Incoterms® rules allocate specified responsibilities and risks; they do not by themselves set payment terms or transfer ownership. | Verify who arranges freight, cargo insurance, export clearance, import clearance, and destination charges under the selected rule. |
| Packaging and marking | Bulk or bagged supply, bag material and size, moisture protection, palletization, and required marks. | Packaging specification, approved artwork, and photographs or samples of the proposed packing. | Packaging must comply with destination labeling rules and the buyer’s storage and distribution requirements. | Confirm bag strength, closure, container loading method, and marks needed for identification and lot traceability. |
| Shipping documents | Document set needed for customs clearance, payment, product registration, and cargo release. | Draft commercial invoice, packing list, bill of lading instructions, certificate of origin, COA, and any destination-specific certificates. | Document requirements depend on the destination, contract, payment method, and applicable import rules. | Review draft documents before vessel departure and ensure product names, quantities, weights, and consignee details are consistent. |
| Shipment planning | Production readiness, booking window, port availability, transit route, and delivery schedule. | Production plan, shipment milestones, booking confirmation, and estimated arrival information. | Request schedule updates and agree how delays, partial shipments, and changes to the shipment window will be handled. | Check seasonal port congestion, inland transport capacity, storage availability, and local restrictions on cargo handling. |
| Payment and counterparty due diligence | Payment method, banking details, credit exposure, dispute process, and verification of the contracting entity. | Signed contract, verified corporate and banking information, and references appropriate to the transaction. | Use payment terms that match the buyer’s risk controls and the agreed document flow; independently verify any bank-detail changes. | Confirm which party pays inspection, insurance, demurrage, detention, and other charges under the contract and delivery term. |
| Supplier comparison record | Record each candidate’s verified specification, compliance status, quoted terms, documentation readiness, and delivery plan. | Maintain a dated comparison file containing current documents and the source of each checked claim. | Compare like-for-like offers using the same grade, quantity basis, named delivery point, packaging, and inspection conditions. | Reconfirm document validity, shipment details, and destination requirements before each purchase order and shipment. |