| 1 | Product and Application Fit | Confirm whether the tarp is intended for crop covering, hay storage, silage, equipment protection, or another agricultural use. Check construction, intended exposure, and installation method. | Technical data sheet, product drawings, application guidance, and a sample matching the quoted specification. | Compare products only when their intended use and construction are equivalent. |
| 2 | Material and Construction | Specify the base material, weave or fabric construction, coating or lamination, edge finish, hems, and reinforcement details. | Written material specification, construction details, and a signed sample or approved reference sample. | Avoid relying on descriptions such as “heavy duty” without measurable specifications. |
| 3 | Size and Tolerances | Clarify finished dimensions, measurement method, tolerance, and whether quoted size is cut size or finished size. | Approved purchase specification showing dimensions, tolerances, and drawing or layout where needed. | Define acceptance limits in the purchase contract before production starts. |
| 4 | Performance Claims | Ask how claims such as UV resistance, waterproofing, tear strength, or tensile strength are defined and tested. | Test reports identifying the tested sample, test method, results, and report date. | Check that the test method and reported units are relevant to the requirement; do not treat a claim as a guaranteed service life. |
| 5 | Quality Control Plan | Agree on inspection stages, defect definitions, sampling method, and acceptance criteria for dimensions, seams, finish, and packaging. | Inspection checklist, pre-production sample approval, and pre-shipment inspection report when required. | If using AQL sampling, specify the inspection level and acceptance criteria in the contract; AQL is not a promise of zero defects. |
| 6 | Order Terms and Capacity | Confirm order quantity, minimum order quantity, unit price, tooling or setup charges, production schedule, and change-control process. | Itemized quotation, pro forma invoice, production schedule, and written terms for specification changes. | Treat minimum quantities and production lead times as supplier-specific; reconfirm them for every order. |
| 7 | Packaging and Labeling | Agree on folding or rolling method, carton or bale details, moisture protection, package counts, and destination-market labels. | Packaging specification, package photographs or sample, and a packing list format. | Check that packaging protects the goods in the planned transport and handling conditions. |
| 8 | Shipping and Incoterms | Confirm named place or port, responsibility for freight and insurance, export clearance, and handover point. | Quotation stating the selected Incoterms rule and named place, plus a shipment plan and document list. | Use an Incoterms® 2020 rule with a precise named place; clarify responsibilities with the seller and freight provider. |
| 9 | Supplier Verification | Check the supplier’s legal identity, registered business details, production or trading role, and consistency between the contracting party and payment beneficiary. | Business registration information, signed contract, verifiable business contact details, and a live factory or facility assessment where appropriate. | Independently verify payment instructions, especially when bank details change; do not rely only on a website or messaging account. |
| 10 | Documents and Import Readiness | Agree on the commercial invoice, packing list, transport document, certificate or test documents if required, and product information needed for import clearance. | Draft shipping documents for review and confirmation of the product description, quantities, weights, and consignee details. | Confirm tariff classification, duties, and destination-country requirements with a customs broker or relevant authority; classification depends on the goods and applicable rules. |