Most problems in the spice trade start before the first order: a supplier that is not who it claims to be, or a certificate that does not cover the product. India makes verification unusually easy, because the main registrations can be looked up on public government websites. This checklist takes about an hour and costs nothing.
Registrations you can check yourself
| Ask the supplier for | What it proves | Where to check |
|---|---|---|
| CIN or LLP number | The company legally exists, with its registered name and address | Ministry of Corporate Affairs (MCA) company search |
| GST number (GSTIN) | It is a registered taxpayer; shows the legal name and state | The GST portal's "Search Taxpayer" tool |
| Importer Exporter Code (IEC) | It is allowed to export from India | DGFT "View any IEC" search |
| Spices Board registration (CRES) | It is registered to export spices | Ask for the certificate; the Spices Board publishes exporter lists |
| FSSAI licence number | It holds an Indian food-safety licence, and for which activity | FSSAI's FoSCoS licence search |
The legal name should be the same on every one of these, on the proforma invoice and on the bank account you are asked to pay. A payment request to an account in a different name is the most common sign of fraud.
Certificates: check the scope, not the logo
- Organic: a USDA organic operation can be looked up in the USDA Organic Integrity Database; Indian NPOP certification is issued by APEDA-accredited bodies, and EU-recognised certificates name the certifier and its code. Check that the certificate lists the product you are buying, not just the company.
- Food safety (ISO 22000, FSSC 22000, BRCGS, IFS): the standard owners run public directories of certified sites. Check the site address, the scope and the expiry date.
- Kosher, halal, non-GMO and similar: ask for the current certificate and confirm it with the issuing body if the claim matters to your customers.
- A certificate that is "in process" is not yet a certificate. That is normal for a young company, but ask for the expected date, buy on what exists today, and ask for the certificate number once it is issued.
Test the product and the paperwork
- Ask for a sample with the Certificate of Analysis of the lot it came from, and test it at a laboratory you choose.
- Ask for a written specification and compare it with the COA line by line.
- Ask for draft shipping documents before the first shipment, so that names, HS codes and weights are right.
- For larger orders, book a pre-shipment inspection with an independent agency, which checks quantity, packing and marks and can draw sealed samples.
See the operation
Visit if you can. If you cannot, ask for a live video walk through the store, the processing area and the laboratory, led by you rather than edited by them. Ask for two customer references in your region and call them. A genuine processor is usually glad to do all three.
Payment terms and red flags
- A first order is normally paid by letter of credit, or part in advance and the balance against shipping documents. Full advance payment to a supplier you have not verified is a risk you do not need to take.
- Prices far below the market for the origin and grade usually mean a different grade, old crop or adulteration.
- Pressure to decide today, reluctance to share registration numbers, a free webmail address with no company domain, and refusal of third-party inspection are all reasons to slow down.
Need a specification, a sample Certificate of Analysis or a quotation? Tell us the product, grade and quantity.
Contact Meekoo