Chapter 02
Checklist for evaluating a copra supplier
Use it when a new supplier sends a first offer. Keep the written answers. A supplier who will not answer in writing has already given you one answer.
Tick a row once the supplier has answered in writing. A tick is your own note on this page; nothing is stored or sent.
Who the supplier is
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Company name, the person responsible for sales, and the address of the warehouse or drying site. | Business identity papers and a dated photo of the warehouse. | |
| Is the stock the supplier’s own, or passed on from another collector? | A written answer and the name of the source warehouse if passed on. |
Origin and drying
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Area of origin and harvest period of the offered lot. | A written statement per lot, not per supplier. | |
| White, black or run-of-mine copra? Dried how, and for how long? | A description of the process; a photo of the drying floor or smoke kiln if there is one. | |
| How the copra is stored and for how long before dispatch. | The date the lot you want entered the warehouse. |
Quality and samples
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Is the sample drawn from the lot to be shipped, not from a hand-picked pile? | A lot number and a seal on the sample bag, or photos of the drawing. | |
| The promised parameters, with the measuring method and the reporting basis. | A written table; a figure without a method counts as unanswered. | |
| Who tests and where? Is there a third-party tester? | The tester’s name and the test date. | |
| How mouldy, insect-damaged or over-moist copra is handled at delivery. | A written rejection or deduction clause. |
Documents
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| The list of documents that travel with every shipment. | A written list, including quarantine papers if the copra crosses regions. | |
| Sample documents from an earlier shipment with party names masked. | A copy or photo. |
Price and payment
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Price basis: fixed, or tied to a market price on a stated date? | The formula or reference date in the offer. | |
| Weighing basis: weight at the supplier’s warehouse or weight on arrival? | A written statement and who does the weighing. | |
| Payment terms, any advance, and what follows if quality does not match. | A contract clause, not a spoken promise. |
Delivery
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Who loads, who weighs, and at which point does risk pass to you? | The handover point in writing. | |
| How it is packed and the state of the vehicle: covered and dry? | Loading photos or a loading sheet. | |
| Delivery schedule and what happens if it slips. | Dates and consequences in the contract. |
Track record
| Answered | Question for the supplier | Evidence to ask for |
|---|---|---|
| Will the supplier name other buyers you may contact? | Two contact names, or a written refusal. | |
| May you visit the warehouse before contracting? | A visit date, or the reason for refusal. |
How to use it
- Send every question at once in a written message, not by phone.
- Mark a row answered only when the right-hand column has evidence.
- Count the unanswered questions before you compare prices.
Do not read the list as a score
There is no pass mark. The list shows what you do not yet know, so a buying decision rests on a clear gap and not a feeling.