Buyer template
Supplier qualification & Certificate of Analysis checklist
A working checklist for approving a new feed ingredient supplier and validating every Certificate of Analysis before you release a lot to production.
Feed mill QA managers, procurement leads and integrators onboarding a new ingredient supplier.
When to use this template
- Onboarding a new mill, trader or additive manufacturer
- Re-approving an existing supplier after a quality incident
- Aligning QA and procurement on release criteria before the first shipment
1. Company & legal verification
Confirm you are contracting with the producing entity, not an unnamed intermediary.
| Field | What to state | Example |
|---|---|---|
| Legal entity & registration no. | Match the entity on the offer, the invoice and the CoA issuer. | Registration certificate + VAT/TIN |
| Role in the chain | Producer, authorised distributor or trader — ask for the mandate letter if trading. | Authorised distributor, mandate dated 2026 |
| Production site address | The plant that will actually produce your lots, with country of origin. | Plant ID + country of origin |
| Export & trade references | Two references shipping comparable volumes to your region. | 2 buyers, same port of discharge |
2. Certifications & compliance
- Feed safety scheme: GMP+ B2, FAMI-QS, FSSC 22000 or ISO 22000 — check the certificate scope covers your product
- Certificate validity dates and the issuing certification body (verify on the scheme register, not the PDF)
- HACCP plan summary and the CCPs relevant to your ingredient
- Country-specific import registration: veterinary/feed authority approval where required
- Non-GMO, halal, kosher or sustainability claims — certificate numbers, not statements
- Recall and traceability procedure with a documented mock-recall within the last 12 months
3. CoA parameters to validate per lot
Every CoA must be lot-specific, signed, and traceable to the shipment documents.
| Field | What to state | Example |
|---|---|---|
| Lot / batch number | Must match the packing list, bill of lading and bag markings. | LOT 2026-04-118 |
| Production & expiry date | Check remaining shelf life against transit time plus your stock cover. | Min 75% shelf life on arrival |
| Assay / active content | Specify the analytical method, not just the value. | Methionine 99.0% min (HPLC) |
| Moisture | Drives shrinkage, caking and mould risk — set a hard maximum. | ≤ 12.0% |
| Heavy metals | Pb, Cd, As, Hg against your national feed limits. | Pb ≤ 5 ppm |
| Mycotoxins | Aflatoxin B1, DON, ZEA, fumonisins for plant proteins and grains. | AfB1 ≤ 10 ppb |
| Microbiology | Salmonella absence in 25 g, Enterobacteriaceae count. | Salmonella: absent / 25 g |
| Physical parameters | Particle size, bulk density, colour, foreign matter. | Bulk density 600–680 g/L |
| Sampling method | Who sampled, when, and to which standard. | ISO 6497, composite sample |
4. Release decision
- CoA received before vessel/truck arrival, not after discharge
- Third-party inspection at load port for first three shipments (SGS, Bureau Veritas, Intertek or equivalent)
- Retention sample kept by both parties for the full shelf life
- Independent counter-analysis on arrival for at least the critical parameter
- Deviation route defined: reject, discount, or conditional release with written QA sign-off
Put this template to work
Send your completed template with a structured RFQ and we route it to pre-qualified feed ingredient suppliers — free, no obligation.
Get qualified supplier quotesFrequently asked questions
- What should a feed ingredient Certificate of Analysis include?
- A lot-specific CoA should state the batch number, production and expiry dates, the assay or active content with its analytical method, moisture, heavy metals, mycotoxins and microbiology results, the sampling standard used, and an authorised signature from the producing plant.
- How do I verify a supplier's GMP+ or FAMI-QS certificate?
- Check the certificate number directly on the scheme's public register rather than trusting the PDF, and confirm the certified scope covers the specific product and activity — many certificates cover trade but not production.
- Should I run my own analysis if the supplier provides a CoA?
- Yes for the critical parameters. Run an independent counter-analysis on arrival for at least the assay and one safety parameter for the first three shipments, then move to a risk-based frequency once the supplier is proven.
- How long should supplier qualification take?
- Documentation review typically takes one to two weeks; adding a plant audit or a trial container extends it to four to eight weeks. Start qualification before the pricing negotiation so approval is never the reason you accept a weak offer.