Buyer sourcing hub for fresh produce, seafood and eggs

Make sure offers describe the same thing before you compare prices.

• Every offer states the same specification: variety or species, grade or class, size, calibre or count, and fresh, chilled or frozen.
• Prices are on the same unit, pack size and currency — or you have written down the conversion and exchange rate you used.
• Each price names its Incoterms® rule and place (for example FOB a named port, CIF a named port). Prices on different rules are not directly comparable. ICC — Incoterms® rules
• The supplier states the volume it can supply per shipment and per season, and whether it is its own production or sourced from other growers.
• You know how long each offer is valid and what can change the price (exchange rate, freight, crop size).
• Payment terms are stated, including which documents payment depends on.
• For every certificate claimed you have the issuer, certificate number, scope and expiry, and you check it in the certification body's own database where one exists.
• It is agreed who arranges and pays for samples, pre-shipment inspection or an independent survey.
• The offer explains how quality or arrival problems are reported, evidenced and settled.

Further reading: How our team compares supplier offers · Supplier certifications guide

Plan around when each origin can actually ship, not when you would like it to.

• You have the harvest or catch window for each origin from a dated source or the supplier's written statement — not an assumption.
• Your arrival window allows for the supplier's planned shipping weeks plus the transit time your forwarder confirms.
• Counter-season origins are considered, and you have checked that each origin has market access for this product in your country.
• You know the volume the supplier commits per week, including in early and late weeks when volume and quality can differ.
• You have chosen the programme type — one-off purchase, seasonal programme or recurring contract — because it affects allocation and pricing.
• There is a back-up origin or supplier if weather or crop size reduces supply.
• Demand peaks in your own market (holiday or festival weeks) and the booking lead times they need are on the plan.

Further reading: Origin map for importers · Country market data

Agree who does what between packhouse and your warehouse.

• Temperature and humidity setpoints for this product come from the supplier's written specification or a recognised technical source, and are written into the RFQ.
• Under the chosen Incoterms® rule it is clear who books main freight, who insures, and where risk passes. ICC — Incoterms® rules
• The transport mode (reefer container, air or conventional) and expected transit time are confirmed by the forwarder or carrier.
• The supplier states how product is pre-cooled and handled between packhouse and port.
• It is agreed who provides temperature data loggers or remote monitoring, and who reads the data on arrival.
• Destination port handling, any border inspection point and cold storage on arrival are booked.
• Packaging suits the cold chain and the destination's labelling rules. Codex Alimentarius — codes of practice

Further reading: Glossary of import and shipping terms

Requirements depend on the product, origin and destination. Check them with the destination authority.

• This product from this origin is permitted into your market — checked with the destination authority (for example GOV.UK for Great Britain or USDA APHIS for plant products into the United States). GOV.UK — importing and exporting fresh fruit and vegetables
• For plant products: whether a phytosanitary certificate is required, issued by the exporting country's national plant protection organisation. IPPC — International Plant Protection Convention
• For seafood, eggs and poultry: which health or veterinary certificates apply, and whether the producing establishment must be listed by your authority.
• Traceability records let you identify your supplier and your customers for every lot (in the EU: Article 18 of the General Food Law). EU Regulation (EC) No 178/2002 — General Food Law
• If you import food into the United States, you know your importer duties under the Foreign Supplier Verification Programs rule. US FDA — Foreign Supplier Verification Programs
• Pesticide residue limits, labelling and marketing standards of your market are written into the specification.
• Private standards your own customers require (for example GLOBALG.A.P., BRCGS, ASC or BAP) are listed separately from legal requirements.
• Roles are clear: the producer or exporter is responsible for product and shipment requirements; the buyer or importer for import permissions and local rules.

Further reading: UK import guide · US import guide · USDA APHIS plant imports