| 1. Define the product | Specify source, intended use, form, composition, quality limits, and whether a hydrolysate or a particular peptide is required. | Written product specification and intended-use statement. | Regulatory classification depends on composition, claims, and use in the destination market. |
| 2. Qualify the supplier | Assess manufacturing controls, traceability, quality systems, and the supplier’s ability to meet the specification. | Facility and quality-system information, audit responses, traceability details, and change-control procedures. | Check whether establishment registration, permits, or additional approvals apply to the specific product and jurisdiction. |
| 3. Verify samples and specifications | Evaluate a representative sample and agree on measurable acceptance criteria before placing a commercial order. | Specification sheet, sample test results, and an agreed certificate-of-analysis format. | Use suitable identity, composition, microbiological, and contaminant tests for the ingredient and its intended use. |
| 4. Confirm regulatory and label requirements | Review permitted uses, ingredient naming, allergen declarations, claims, and any required pre-market steps. | Full composition, source declarations, allergen statement, processing details, and supporting claim evidence. | Requirements differ by country and by whether the product is a food, supplement, cosmetic, or medicinal product. |
| 5. Agree on commercial and shipping terms | Set order quantity, price, payment terms, packaging, shelf life, delivery responsibilities, and handling conditions. | Pro forma invoice, purchase agreement, packing details, and agreed Incoterms® rule and named place. | Confirm temperature, moisture, light, and packaging needs from the product’s stability data rather than assumptions. |
| 6. Prepare customs documentation | Work with a customs broker to confirm classification, valuation, origin, and any product-specific import controls. | Commercial invoice, packing list, transport document, certificate of analysis, and certificate of origin when required. | Additional health, sanitary, or other certificates may apply, especially to animal-origin materials; requirements vary by route and destination. |
| 7. Inspect and release each shipment | Check seals, packaging, lot identification, documents, and product condition; test against the agreed acceptance criteria. | Receiving records, lot-specific certificate of analysis, inspection results, and retained samples where appropriate. | Document discrepancies promptly and follow the contract’s procedures for quarantine, rejection, replacement, or corrective action. |