Counterparty and authority file
The legal entity, beneficial ownership, authorized representatives, operating address and bank-account identity should be verified. The commercial role and authority of each party should be stated accurately.
Product and origin file
The product file should contain the specification or assay basis, origin information, packing, inspection procedure, export pathway and those chain-of-custody records relevant to the commodity.
Commercial sequence
The commercial process should move from qualified requirement to supply confirmation, aligned terms, definitive offer and executed contract. Sensitive source documents belong in a controlled data room after mutual diligence.