An export supply contract should explain how the approved sample relates to the goods ultimately produced and shipped. If quality, inspection and shipment terms are vague, the buyer and supplier may disagree over whether a delivery meets the order, when payment is due or who bears the cost of a rejected shipment.
Describe the goods and approved sample
Specify product description, grade, dimensions, materials, packaging, labels, quantity tolerance and applicable technical standards. Identify the sample by date, reference number or sealed copy, and state whether it is a binding quality benchmark or illustrative only. Record any permitted variation and the procedure for approving a replacement sample or specification change.
Set the inspection process
Agree when and where inspection may take place, who may inspect, what tests or sampling method will be used, and who pays. State how much advance notice is needed, what access the seller must provide, and how findings are documented. Explain the deadline for raising a quality claim and the evidence required, such as photographs, test results or an independent survey report.
Define shipment and delivery evidence
Set the shipment window, destination, packaging and marking requirements, transport responsibilities, insurance, and the documents the seller must provide. Name the agreed delivery term precisely and check that it matches the parties’ chosen Incoterms version and the allocation of cost and risk. Specify whether partial shipments or transshipment are permitted.
Connect inspection to payment and remedies
Link each payment stage to objective documents, such as a pre-shipment inspection certificate or transport document, while clarifying whether payment affects later claims for defects. If goods fail inspection, define correction, replacement, price adjustment, rejection, return or refund options and related costs. Include notice deadlines and a process for resolving technical disagreements.
Prepare the export file
Keep the final contract, purchase order, approved sample record, inspection results, invoices, packing list, transport documents, certificates and customs records together. Confirm that product, origin and regulatory documents match the destination market’s requirements and that each party knows who obtains them.
Export controls, product standards and shipping rules vary by goods and destination. This article is general information, not legal advice; confirm current requirements before production or shipment.
