Establish the contracting entity
Identify the seller’s legal name, jurisdiction, registration and authorized signatory. Check records through an appropriate primary source. A trading name or website can support communication but should not replace identification of the legal party.
Understand the seller’s commercial rights
Ask whether the seller owns the product or has another contractual right to supply it. If a representative is involved, independently confirm the appointment. Keep evidence of commercial rights distinct from evidence of physical stock or technical quality.
Test the physical plan
Identify the actual loading facility, operator and proposed movement. Ask whether the cargo, vessel and timing are compatible with the terminal. Operational confirmation should come from the relevant authorized parties, not solely from a chain of forwarded messages.
Review payments against the contract
The beneficiary, amount, purpose and timing should match the agreed transaction. Independently verify changes to instructions. If a third party is to receive a charge, establish its role and contractual basis rather than assume that a service description proves entitlement.
Keep an exception log
Record missing information and contradictions, the person responsible for resolving each point and the evidence received. A structured exception log makes it harder for commercial urgency to obscure unanswered questions. Material issues should remain open until supported answers are available.
Know when specialist review is needed
Technical, sanctions, banking and legal questions may require different qualified reviewers. The compliance framework is an organizing tool, not a transaction clearance. Use the trade procedure to place verification before the commitments it is intended to inform.
