Phase 1: Preparation
Before initiating the sourcing process, prepare the following: define the products you need (species, cuts, quantities), establish your budget and target pricing, identify your destination port and required delivery timeline, confirm import permit and licensing requirements in your destination market, and determine your preferred payment terms. Having these elements clearly documented ensures an efficient and focused sourcing process.
Phase 2: Supplier identification
Research and identify potential suppliers using trade directories, industry associations, trade shows, and online B2B marketplaces. Verify that each supplier holds valid MAPA registration and export licenses. Review their certifications (food safety, halal, organic as applicable), assess their production capacity and export experience, and request references from existing customers. Shortlist 3 to 5 suppliers for detailed evaluation.
Phase 3: Quotation evaluation
Submit detailed RFQs to your shortlisted suppliers. Compare quotations on a standardized basis (same Incoterm, currency, and specifications). Calculate total landed cost for each option. Evaluate payment terms, delivery timelines, and MOQ requirements. Assess product quality through samples or documentation. Review supplier reliability and communication responsiveness. Score each supplier and rank your options.
Phase 4: Order placement
Select your preferred supplier and negotiate final terms. Confirm all product specifications in writing. Agree on Incoterms, payment terms, delivery schedule, and packaging requirements. Execute the purchase contract or sales confirmation. Arrange payment instruments (LC, TT, or operator-assisted payment). Confirm shipping arrangements with your freight forwarder.
Phase 5: Shipping and logistics
Coordinate with your supplier on production and shipping timelines. Confirm container booking and vessel schedule. Verify pre-shipment inspection requirements. Arrange cargo insurance if not included in the CIF price. Track the shipment and monitor temperature data if available. Prepare customs clearance documentation well in advance of arrival.
Phase 6: Receiving and quality control
Upon arrival, conduct a thorough inspection of the shipment. Verify product quantity, packaging integrity, and temperature compliance. Compare delivered goods against the purchase order specifications. Document any discrepancies and notify your supplier immediately. Store the product according to specifications. Maintain records for traceability and future reference.
Frequently asked questions
How long does the full sourcing process take?
From initial research to first delivery, expect 8 to 16 weeks depending on your familiarity with the market, supplier responsiveness, and shipping route.
Do I need to visit Brazil to source meat?
While visiting suppliers in person is beneficial, it is not strictly necessary. Many buyers successfully source through quotation-based processes supported by digital communication and third-party audits.
What documentation should I keep?
Maintain records of all RFQs, quotations, contracts, shipping documents, customs declarations, and quality inspection reports. Good documentation supports traceability and dispute resolution.
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