AGRO COMMODITY PURCHASE SPECIFICATION TEMPLATE

Document control
- RFQ/specification number:
- Version and issue date:
- Buyer legal name:
- Supplier legal name (when appointed):
- Destination country and final use:
- Applicable contract or purchase order:

1. Product identity
- Commodity/common name:
- Botanical name (where relevant):
- Variety/cultivar/commercial type:
- Whole, split, milled, ground, extracted or other form:
- Intended use: retail food / ingredient / milling / extraction / feed / other:
- Declared origin and crop/production period:
- Importer-proposed HS code:

2. Order and delivery
- Trial or commercial order:
- Quantity and tolerance:
- Pack count and container/load plan:
- Incoterm rule, named place/port and edition:
- Requested shipment/delivery window:
- Origin and destination ports or inland points:

3. Physical and commercial acceptance table
For each parameter state: target, minimum/maximum tolerance, unit, method and sampling basis.
- Identity/variety:
- Size/count/grain length/mesh distribution:
- Moisture:
- Foreign matter:
- Damaged, discoloured, broken, immature or other defects:
- Infestation rule:
- Sensory/colour reference and approved sample ID:
- Other product-specific parameters:

4. Food/feed safety and legality
For each analyte or group state: limit, unit, method, laboratory and destination basis.
- Pesticide residues:
- Mycotoxins:
- Heavy metals/contaminants:
- Microbiological criteria:
- Allergens and cross-contact declarations:
- Additives, treatment, fumigation or irradiation status:
- GMO status where relevant:
- Other destination/customer requirements:

5. Sampling and testing
- Lot definition and maximum lot size:
- Sampling standard/procedure:
- Sampling party and location:
- Composite sample construction:
- Sealed retention/counter-sample count and custody:
- Primary laboratory and accreditation/method scope:
- Referee laboratory and confirmatory-test rule:
- Responsibility for routine and failed-test costs:

6. Packing, labels and container
- Primary/secondary packaging material:
- Food-contact declaration required:
- Net weight and tolerance:
- Liner, closure/seam and pallet/slip-sheet requirements:
- Artwork approval reference:
- Mandatory label languages and fields:
- Lot/date coding convention:
- Container cleanliness, dryness, odour and pest inspection:
- Dunnage, desiccant and seal requirements:

7. Documents and responsible issuer
State required/not required, issuer, wording, original/copy format and deadline.
- Commercial invoice:
- Packing list:
- Bill of lading/transport document:
- Certificate of origin:
- Phytosanitary certificate:
- Health/sanitary certificate:
- Fumigation/treatment certificate:
- Certificate of analysis:
- Inspection/weight certificate:
- Insurance document:
- Import permit, conformity, halal or other destination evidence:

8. Inspection, release and shipment
- Pre-production approval:
- In-process inspection:
- Pre-shipment inspection and scope:
- Party authorised to release the lot:
- Draft-document approval deadline:
- Loading/stuffing witness and seal record:
- Shipment tracking and post-departure document channel:

9. Acceptance, discrepancy and remedy
- Release-critical parameters:
- Notification deadline and evidence required:
- Retest/referee procedure:
- Preservation of samples and chain of custody:
- Agreed contractual remedies:
- Governing contract terms and dispute route:

10. Approvals
- Buyer technical approval, name/date:
- Buyer commercial approval, name/date:
- Supplier acceptance, name/date:
- Controlled amendments and revision history:

Use note: This is a procurement framework, not legal advice or a universal test panel. Adapt it to the product, origin, intended use, destination law, importer instructions and signed contract.