A low unit price can disappear quickly when a consignment is held at the border, a batch cannot be traced, or the paperwork does not match the goods. This importer due diligence checklist is designed for professional infant-nutrition buyers who need to assess a supplier before placing a pallet, mixed-load or container order. It focuses on the practical evidence that protects continuity of supply, customer confidence and your margin.
Importer Due Diligence Checklist: Start With the Supplier
Begin with the trading entity, not the product catalogue. A recognised brand on an offer sheet does not by itself prove that the seller is authorised, established or able to export correctly. Ask for the supplier’s full registered company name, registration number, VAT details where relevant, registered address and named commercial contact. Check that the bank account receiving payment belongs to the same legal entity, or obtain a clear written explanation where it does not.
A credible wholesale supplier should be able to explain its sourcing route in commercially sensible terms. That does not mean it must disclose every upstream relationship, but it should be clear whether stock comes through established European distribution channels, approved wholesalers, retail recovery channels or another source. Vague answers about “direct factory access” without supporting documentation deserve further scrutiny.
Also establish whether the supplier has handled exports to your destination or comparable regulated markets. Experience matters because infant formula shipments require more than collection and freight booking. The exporter should understand product descriptions, commercial invoices, packing lists, batch information, country-of-origin requirements and the documents your customs broker may request.
Verify Product Authenticity and Market Suitability
Infant nutrition is not a category for assumptions. Request a detailed product specification before confirming an order. It should identify the brand, full product name, stage, pack size, barcode, language version, country of manufacture where available, best-before format and case configuration. For specialised lines, confirm the intended use precisely, such as anti-reflux, comfort, lactose-free, premature or goat-milk formula.
Product authenticity checks should be matched to the risk of the order. For a first purchase, ask for clear photographs of the actual stock, including front and back labels, outer cases, barcodes, lot or batch markings and best-before dates. Compare these against the manufacturer’s normal packaging for that market. If labelling, tin design or language differs from stock already sold in your region, establish why before shipping.
Market suitability is a separate question. A genuine European product may still require specific labelling, registration, notification or import approval in the destination country. The importer is normally responsible for confirming local rules, but a capable supplier should provide accurate product data and should not make casual claims that an item is automatically compliant everywhere.
Confirm shelf life and batch continuity
Shelf life has direct commercial value. Agree a minimum remaining shelf life at dispatch in writing, rather than relying on a general statement that stock is “fresh”. The appropriate threshold depends on your transit time, customs clearance, warehouse handling and retail programme. A buyer supplying supermarkets may need a longer window than a buyer serving a faster-turning online channel.
Ask whether the order will be supplied from one batch or several. Mixed batches are not necessarily a problem, particularly for larger loads, but they must be declared in advance. You need batch-level quantities for stock rotation, recall readiness and accurate downstream records.
Review Documentation Before You Commit
Documentation should be reviewed before funds are sent, not after a lorry has collected the goods. Request sample versions of the documents you will receive with the shipment and check that the information can remain consistent across the full document set.
For most commercial exports, the core file should include:
- a commercial invoice with the correct seller, buyer, product description, quantities, unit values, currency and agreed Incoterm;
- a packing list showing carton counts, net and gross weights, pallet details and shipment totals;
- batch or lot information and best-before details where agreed;
- transport documentation appropriate to the mode of carriage; and
- customs-support documents required for the destination or requested by your broker.
The exact requirements depend on the destination, product classification and delivery terms. Some markets may require certificates, declarations, health-related documentation, translated labels or prior registration. Do not treat a generic certificate as proof that all local requirements are met. Share the proposed document pack with your customs agent before the first shipment and resolve discrepancies early.
Pay close attention to descriptions. “Baby food” may be too broad where your broker needs a specific description of infant formula or follow-on formula. Incorrect commodity coding, inconsistent weights or an invoice that differs from the packing list can create delays that are expensive and difficult to explain to customers.
Assess Storage, Handling and Export Packing
Formula quality is affected by how goods are handled before collection. Ask where stock is held, whether the warehouse is dry, clean and protected from excessive heat, and how stock rotation is managed. You are not necessarily entitled to a site audit for every transaction, but the supplier should be able to answer practical questions clearly and provide evidence where appropriate.
Export packing deserves the same attention. Tins, cartons and outer cases must arrive in a condition your customers will accept. Confirm pallet type, pallet height, stretch wrapping, corner protection, case sealing and whether mixed SKUs are clearly separated and labelled. For container orders, discuss loading plans, moisture control and whether pallets or floor-loaded cartons best suit the product, destination and unloading capability.
There is a trade-off here. Floor loading can maximise container utilisation, while palletised freight can simplify warehouse receiving and reduce handling damage. The right choice depends on your operation, not simply the lowest freight figure.
Clarify Logistics, Incoterms and Responsibility
A quotation is incomplete until the delivery terms are understood. Confirm the Incoterm, named place or port, collection date, lead time, freight provider where applicable, insurance arrangements and the point at which risk transfers. Avoid relying on informal phrases such as “delivery included” when the actual responsibilities are unclear.
For collection orders, verify collection hours, vehicle requirements and how the release is controlled. For supplier-arranged freight, ask for the expected route, transit range, tracking process and escalation contact if a shipment is delayed. International freight schedules can change, so a dependable partner should communicate exceptions rather than promise dates it cannot control.
Your internal team should also decide who is responsible for customs clearance, duty and tax, local inspections, port charges, demurrage or storage charges, and any rejected-goods procedure. These points are commercially significant even when the products and freight rate look favourable.
Check Commercial Terms and Claims Procedures
Before placing a meaningful order, make sure the quotation identifies quantities, prices, currency, payment terms, validity period, lead time and permitted substitutions. In formula trading, a brand family can contain visually similar products with different stages or formulations. Substitution must never be assumed.
Ask how shortages, visible transit damage, batch discrepancies and non-conforming goods are reported and handled. A practical claims process will define the evidence needed, the reporting timeframe and whether the remedy is credit, replacement or another agreed solution. Photographing pallet condition at receipt and retaining delivery records will strengthen your position if a claim is required.
Payment risk should be proportionate to the relationship. A smaller first transaction, clear pro forma documentation and staged growth can be more sensible than moving immediately to a full-container commitment. As trust and performance are demonstrated, buyers can plan larger and more regular supply programmes with greater confidence.
Build Due Diligence Into Every Repeat Order
Due diligence is not a one-off onboarding exercise. Repeat purchases need lighter checks, but changes in source, packaging, shelf life, lead time, banking details or export route should trigger a review. Keep a supplier file with company records, product specifications, batch data, document samples, claims history and notes from each shipment.
For buyers seeking European branded formula at wholesale scale, Baby Formula EU can support this process with genuine-product sourcing emphasis, batch traceability, export-ready packing and commercial documentation for international orders. The most productive supplier relationship is one where both sides confirm requirements before stock is allocated, rather than trying to repair avoidable issues after dispatch.
A careful first order is not a delay to procurement. It is the practical foundation for stock your customers can trust, paperwork your broker can process and repeat supply you can plan around.