Understanding the documentation requirements in commodity trade coordination is essential for all parties. This checklist covers the standard documents required across most commodity coordination engagements. This is an administrative guide only; seek independent legal advice for your specific circumstances.
Document Flow Overview & Buyer Documents
Commodity trade documentation follows a structured sequence. Skipping steps or requesting documents out of order is a common indicator of fraudulent intent. Standard sequence: LOI/ICPO → NCNDA → KYC/KYB → BCL/SGS → SPA → POP → banking instrument → shipping documents.
Standard buyer documents: (1) LOI — Letter of Intent; (2) ICPO — Irrevocable Corporate Purchase Order; (3) BCL — Bank Comfort Letter confirming financial capacity; (4) POF — Proof of Funds bank statement; (5) KYC documents (passport, company registration, AML declaration); (6) Signed NCNDA.
All documents listed are for informational purposes only. MoonGate coordinates document collection administratively. Parties must verify document requirements with their independent legal counsel.
Seller Documents & Joint Agreements
Standard seller documents: (1) FCO — Full Corporate Offer with product specifications; (2) SGS/Intertek Report — independent quality verification; (3) Certificate of Origin; (4) Export licenses and government permits (where applicable); (5) POP — Proof of Product (photos, warehouse receipt, SGS, export permit, authorization to sell); (6) KYC/KYB documents; (7) Signed NCNDA.
Joint documents: (1) NCNDA — signed before any party details are shared; (2) IMFPA — where agents/intermediaries are involved; (3) SPA — the core commercial contract governing price, quantity, delivery, payment; (4) LOA — Letter of Authorization where applicable.
Gold-Specific & Oil Documents
Gold-specific documents: LBMA Chain of Custody documentation; Assay Certificate (metal purity verification); Weight and Measurement Certificate; Refinery documentation; Government mining license; Conflict-free declaration (OECD alignment); Import/export permits.
Oil and energy documents: Q88 — Vessel questionnaire; SOF — Statement of Facts; Bill of Lading; COA — Certificate of Analysis; Charter Party; NOR — Notice of Readiness.
Common documentation mistakes: Requesting SGS or POP before NCNDA; submitting expired documents; providing BCL without SWIFT verification; missing beneficial ownership in KYB; skipping sanctions screening; SPA without clear payment terms.
See also: KYC & KYB Requirements | NCNDA & IMFPA Guide | Submit an Inquiry