Brazil Nuts Procurement Checklist for Wholesale Buyers

This checklist follows the full buyer workflow in order: qualifying a supplier, defining the product and quantity, confirming quality and documentation, agreeing commercial terms, issuing the purchase order, and checking the shipment on arrival. Work through it top to bottom for a new supplier or a new grade; for a repeat order with a known supplier, the product, quantity, and purchase-order sections are usually enough.

1. Supplier Qualification

Before requesting a quotation, confirm the basics of who you'd be buying from — this matters most for a new supplier or a first order at a new grade.

• Country of origin and where the product is currently stocked confirmed
• Whether the supplier sources directly from origin or holds stock in Europe confirmed (see direct vs. European supply)
• Minimum order quantity and ability to scale to your required volume confirmed
• Ability to support recurring or standing orders confirmed, if relevant to your requirement
• Relevant food-safety and quality certifications identified (see Quality & Food Safety)
• A sample requested and reviewed, if this is a new supplier or a grade you haven't bought before

2. Product & Specification

• Format confirmed — Shelled Whole, In Shell, Broken, or Granulated (compare formats)
• Grade / count-size confirmed (grading guide)
• Full specification sheet requested for the exact grade/format (specifications guide)
• Tariff classification confirmed if needed for your own import paperwork — Brazil nuts fall under Harmonized System heading 0801

3. Quantity

• Quantity tier decided — 1 pallet, multiple pallets, or full container
• Exact tonnage/unit count specified, if known
• Recurring or one-off requirement identified

4. Quality & Food-Safety Compliance

• Aflatoxin compliance confirmed against EU Regulation 2023/915 — binding regardless of supplier for product entering the EU
• Pesticide residue (MRL) compliance confirmed against EU pesticide regulation
• Microbiological requirements stated, if your own QA program requires specific testing beyond the regulatory minimum
• Defect and foreign-matter tolerance confirmed
• Moisture content range confirmed, if relevant to your shelf-life requirements

5. Documentation

• Certificate of Analysis (COA) requested per shipment, not as a one-time reference document
• Batch/lot traceability confirmed
• Origin declaration confirmed
• Export documentation the supplier will provide identified (commercial invoice, packing list, bill of lading, phytosanitary certificate where applicable)

6. Commercial Terms & Logistics

• Delivery destination confirmed
• Packaging requirements stated (packaging guide)
• Preferred delivery date communicated
• Incoterms confirmed directly with the supplier
• Payment terms confirmed directly with the supplier
• Lead time to your destination confirmed — this is supplier- and route-specific, not a general industry figure

None of these commercial specifics are published here as fixed figures, because they vary by supplier, route, and order — treat anything not confirmed in writing as unconfirmed, and get each item above in your RFQ or order confirmation rather than assuming it matches a previous order or another supplier's terms.

7. Confirming the Purchase Order

Once a quotation is agreed, the purchase order (or order confirmation) should restate every item above in writing before production or shipment is scheduled:

• Product, format, and grade match what was quoted
• Quantity and unit (pallets, tonnage, or container) match what was quoted
• Price, currency, Incoterm, and payment terms stated explicitly
• Delivery destination and requested delivery date stated explicitly
• Packaging and labeling requirements restated, if specified
• Documentation to be provided with the shipment listed explicitly (COA, origin declaration, and any other document agreed)

If any of these differs from what was originally discussed, resolve it before confirming the order — not after the shipment is underway.

8. On Arrival: Receiving Checklist

When the shipment arrives, check it against the purchase order and accompanying documentation before it enters your own stock or production:

• Quantity received matches the purchase order and shipping documents
• Packaging arrived intact, with no signs of damage or contamination in transit
• Certificate of Analysis received and matches the batch/lot on the shipment
• Batch/lot numbers on the packaging match the accompanying documentation
• Product visually consistent with the agreed grade and any sample previously reviewed
• Any discrepancy documented and raised with the supplier immediately, rather than after the product has entered your stock or production

Ready to request a quotation? The product, grade, quantity, and destination sections above are enough to get a first quotation started — the rest of this checklist is what to confirm as that quotation turns into a purchase order.