More control over quality monitoring of raw materials or products from abroad

It is every importer’s nightmare: you have purchased a food or feed shipment and had it transported to the Netherlands, only to discover upon arrival at the destination port that the consignment fails to meet your quality specifications. Or even worse: the shipment exceeds maximum regulatory limits. You want to return the consignment, but the supplier is unresponsive or returning it is cost-prohibitive. Meanwhile, demurrage and storage costs continue to mount. Maryam Saeedi, Manager at Eurofins Survey, regularly speaks with clients who have faced this situation. How do you prevent this, and how do you gain better control over quality monitoring for imported raw materials and commodities while they are still in the country of origin?

“We increasingly see that clients importing high-value food or feed products into the Netherlands want full visibility of the product quality before shipping it,” Saeedi begins. “Knowing where you stand in advance saves time, effort, and money, and minimizing product returns or emergency re-sales is far better for the environment. Moreover, it simply avoids major headaches, such as having your shipment detained by port authorities.” But where do you begin on the other side of the world?

Tip 1. Focus on long-term partnerships

Saeedi: “I see many importers actively building multi-year partnerships with suppliers. This gives them a deeper understanding of their supplier and the value of the collaboration. It also eliminates the need to renegotiate quality parameters for every single shipment. Food safety knowledge globally is not always at the level seen in the Netherlands, partly because regulatory frameworks vary significantly per country. In the Netherlands, for instance, growers have access to authorized plant protection products or alternatives that enable them to deliver clean, compliant produce. In other regions, agricultural producers often operate with tighter budgets. Growing together toward optimal deliveries takes time, dedicated focus, and ongoing guidance. But it yields substantial returns. In recent years, we have seen major shifts in supplier bases—often forced by geopolitical disruptions or border closures during the pandemic. Importers find switching suppliers costly and time-consuming. Consequently, we see more importers establishing direct partnerships right at the start of the supply chain: directly with farmers in India or Vietnam.”

“It is essential to be well informed about regional risks as well as differences in local and European legislation.”

Tip 2. Assess regional risks and tailor your control measures

Geographic origin plays a major role in quality monitoring control. Saeedi: “Certain sourcing regions carry higher risk profiles than others. It is essential to be well informed about regional risks as well as differences in legislation. For instance, consignments imported into the Netherlands from outside the EU must comply fully with EU statutory limits. Specifically for the Netherlands, sampling frequencies must align with NVWA Information Sheet 64 (Infoblad 64). This enables you to deploy the appropriate control measures. These data points—combined with your assessment of certifications, cargo conditions in the warehouse or production facility, and local working standards—provide a clear risk profile of your procurement. The same applies to laboratory results from sample testing, historical consignment quality, or past supplier performance. Based on this profile, you select specific control measures, such as container or cargo sealing prior to transport, pre-shipment loading inspections, or independent third-party sampling to verify quality. Our global network handles this work locally every day. Because our inspection partners are positioned worldwide, we can respond immediately. This spares importers the need to travel back and forth, allowing you to maintain full oversight of product quality and processes remotely.”

Tip 3. Ensure representative sampling

“European legislation defines strict protocols for representative sampling to ensure analytical accuracy. These specific standards may not apply in source countries, yet adherence to them remains critical. A consignment may have suffered localized contamination—for example, if a minor leak in a spice warehouse exposed a localized area to moisture. In such a scenario, only a small part of the lot might contain mold or mycotoxins. However, contaminants can pose severe health risks. It is therefore vital to have sampling performed by an accredited, specialized third party working strictly according to international protocols. We create composite samples calibrated to the commodity type and consignment volume to prepare a truly representative sample for laboratory analysis,” explains Saeedi.

“Major importers see the consistent quality delivered through our control measures reflected directly in their commercial growth.”

The return on investment

Securing control over quality monitoring in the country of origin delivers tangible commercial returns. “Major importers see the consistent quality delivered through our control measures reflected directly in their sales. I recently spoke with a client who secured a high-volume contract they previously could not have won. Being recognized as a reliable, compliant supplier provides a decisive competitive edge, including during certification and quality mark audits.”