1. Begin with the receiving operation, not with a price
When a buyer searches for Russian yellow peas, the first commercial question is often price per tonne. That is usually the wrong starting point. A processor needs to define whether it can handle whole peas, the acceptable level of splits, the desired colour and the downstream application. A trader also needs a resale specification, while a feed user needs parameters relevant to formulation and regulatory safety. Without this initial definition, suppliers quote unlike products and the lowest number may carry the highest delivery risk. Start by writing a one-page product requirement: intended use; grade; planned first quantity; preferred packing; destination; and requested delivery month.
2. Convert the product requirement into a testable specification
A commodity description should contain measurable acceptance parameters and the methods used to establish them. For peas these may include moisture, foreign material, damage, splits, size or protein analysis where relevant. The contract should identify which sample represents the consignment, the inspection time and the acceptable tolerance. Ask whether results are based on the actual lot or generic historical data. If the cargo is for food use, agree on the product safety evidence required by the destination. Avoid copying a specification from another country without checking its legal and processing context.
3. Qualify the seller before discussing payment
A polished website and attractive indicative price do not demonstrate export capability. Confirm the supplier’s legal name, company registration, domain-linked contact, contractual role and capacity to provide the stated goods. Determine whether you are communicating with a producer, licensed exporter or independent trader. Ask who will appear as seller on the contract and whose bank will receive payment. For significant orders, check relevant sanctions, banking limitations and the actual import pathway with qualified professionals. Any inconsistencies should be resolved before money moves.
4. Compare offers using the same Incoterm and named point
A quote ex warehouse, one FOB loading port and one CFR destination port are different products commercially. Ask for the Incoterms 2020 rule, named place, quantity, cargo packing, load window, freight inclusions, inspection cost and price validity. The ICC distinguishes traditional bulk shipments from terminal-based container handover; FCA or CPT can be more suitable in certain container chains. Clarify whether insurance is included and who arranges it. When commercial offers are comparable, procurement can evaluate quality, timing and counterparty risk together instead of selecting the headline price.
5. Evaluate the sample and the shipment separately
Samples are useful for sensory, technical and processing evaluations, but a courier packet does not necessarily represent the future loaded consignment. Ask where and when the sample was taken, how it was sealed and which laboratory tested it. For a sizeable order, consider third-party pre-shipment inspection with a contractual sampling procedure and a written process for discrepancies. Match lot identifiers across the inspection report, packing list and invoice. If a cargo arrives below contractual standard, documented evidence is more useful than an informal assurance from a sales representative.
6. Close with a realistic RFQ and next action
A good first RFQ is brief enough to answer but complete enough to price: "whole yellow peas for food processing, buyer specification attached, 100 MT, bagged, destination [port], expected shipment [month], preferred term [rule and named place]." The stated volume is an example, not a minimum order size. Explain whether you have ordered this commodity before and when your purchasing committee can approve a contract. If several exporters are being compared, set a common response deadline and do not send repeated contradictory requests. The sourcing service can help structure introductions, but the buyer and seller remain responsible for the resulting contract and compliance.
Frequently asked questions
Technical and commercial answers below are general sourcing guidance. Actual contracts and current destination rules prevail.
Why not ask only for price per tonne?
A price without grade, freight basis, lot size and shipment timing cannot be compared fairly.
What is the first supplier-verification step?
Confirm the exporter’s legal identity and that the quotation and bank beneficiary belong to an authorised counterparty.
Do I need my own purchase specification?
For professional procurement, yes. Even a concise one-page specification is significantly better than an unqualified product name.
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