Key points
- Verify the company and the scope of its work independently.
- Ask for shipment-specific evidence, not generic assurances.
- Use a trial order with written acceptance criteria.
By Zavora Fresh Exports · Nairobi, Kenya
Create a shortlist that matches your product
Begin with suppliers whose published catalogue fits your buying list. A company with flower sourcing experience may not handle retail herb packs, and a herb supplier may not offer the rose grades your florists expect. Ask which products they can quote now and which depend on further sourcing.
Compare the same specification across your shortlist. Otherwise, a lower unit price can simply mean shorter stems, smaller packs, different varieties or fewer services. Request a written response for unavailable items rather than treating a broad marketing claim as a stock list.
Verify identity and traceability
Check the company’s identity, contact channels and payment beneficiary independently. If banking instructions change, confirm them through an established contact rather than relying on an unexpected message. Ask for references where the supplier has permission to share them.
For the goods themselves, ask how each consignment is identified and how a quality complaint can be traced to its grower or packing batch. A certificate should be relevant to the named operation, product and current validity period; a logo alone proves none of these.
- Company details and accountable contact person
- Grower or packing-lot identification method
- Sample carton labels and packing lists
- Current certification evidence where your buyer requires it
Have a question while you read?
Send us your produce, volume and destination airport and we will reply with availability and pricing.
Ask operational questions that reveal capability
Request an explanation of how quality is assessed before dispatch. For flowers this may involve stem length, head condition and bunch counts; for herbs, leaf condition and pack weight; for chillies, colour, size and firmness. Agree how deviations will be reported.
Ask who manages packing and airline handover, and what happens if an item or freight space becomes unavailable. Useful answers identify responsibilities and alternatives, not just promises that everything will arrive fresh.
Use Zavora’s quality assurance and custom packaging services as a starting point for discussing your own acceptance standards.
Review commercial risks before making payment
Compare the total quotation, including packing, freight, inspection charges and any exclusions. Clarify the named delivery point and who pays destination fees. Airport delivery should never be mistaken for cleared door-to-door delivery.
Agree how you will inspect the goods, what evidence a claim needs and when concerns must be reported. Keep the policy alongside the order confirmation so both parties understand the process before a problem occurs.
Read the published delivery and claims policy and request clarification on any term before placing an order.
Score the first delivery against the agreed specification
Inspect the consignment on arrival, reconcile labels and quantities with the packing list, and photograph material differences before redistributing the goods. Record handling conditions at your end so problems can be investigated fairly.
Evaluate communication and consistency alongside the product itself. A useful trial gives both sides specific feedback and a basis for improving the next order; it cannot establish unlimited supply or guaranteed performance on every route.
Introduce your product list and destination in a sourcing enquiry to assess whether Zavora is the right fit for your buying programme.
Start your first shipment
Message us on WhatsApp or email our sourcing team. We will confirm availability, packing options and pricing for your market.
Frequently asked questions
- What evidence should I request from a Kenyan produce supplier?
- Request a written specification, company details, traceability approach, sample packing documentation and relevant certification evidence where required. Check details independently.
- Is a low export price a sign of a reliable supplier?
- No. Compare equivalent grades, net quantities, packing, freight and delivery responsibilities before evaluating the price.
- Should I begin with a trial shipment?
- A trial can help assess quality and arrival handling when its size, costs and acceptance criteria are agreed in advance. It does not guarantee future availability.
Plan for your destination market
Buying from Kenya for Africa, Europe, the Middle East or Asia? Start with the relevant regional guide, then confirm your country’s product eligibility, documents, airport handling and proposed routing. Regional guidance is not a guarantee of supply, direct flights or destination approval.
Sources and further checks
Import requirements can change. Verify current rules for your product and destination with the relevant authority and your clearing agent before ordering.