Oil & Gas Seller Due Diligence Process
Step-by-Step Guide for Sellers
We follow a clear, structured process to check every seller. This protects both sides, reduces risk, and ensures we only work with reliable suppliers.
⚠️ Important Note on Landlocked Countries
We apply extra caution and heightened scrutiny if the country of origin shown in the documents is from any landlocked country (such as Kazakhstan, Azerbaijan, or others).
This is because of higher logistics challenges and compliance risks associated with overland transportation routes. Additional verification and supporting documents may be required in such cases.
The Process Has 3 Simple Steps
Step 1: Submit Your Seller Profile (Due Diligence)
Before we discuss any shipment, you must first pass our due diligence check.
You need to send us one well-organized PDF containing the following 4 documents:
| # | Document Required | What It Should Show | Why We Need It |
|---|---|---|---|
| 1 | Past Performance Record | Bills of Lading (BL) from at least 3 previous shipments of oil/fuel in the last 24 months | Proves you have successfully delivered similar products before |
| 2 | Tank Storage Agreement (TSA) or equivalent | Current agreement showing you have storage tanks at the loading port (with dates, capacity & renewal terms) | Confirms you actually control storage at the port |
| 3 | Refinery Association Membership Certificate (only if applicable) | Valid membership certificate from a recognized industry body | Proves you are a genuine refinery or directly connected to one |
| 4 | Past Activity Report at Port/Terminal | Summary of your activities at the loading port over the last 12–24 months (volumes, dates, inspections) | Shows you know the port rules and have a clean track record there |
What happens after submission? Our team will review your profile within 5–7 business days. If anything is missing, we will return it for correction. Only after we approve your profile will we move to Step 2.
Step 2: Submit Shipment Documents
Once your profile is approved, you must send documents based on the shipment type you are offering (FOB or CIF).
A. FOB Shipments (You load the vessel at your port)
You have two options under FOB:
Option 1: TTV (Tank-to-Vessel) Basis Submit any one of the following:
- Last Injection Report — Shows exactly when and how much product was injected into the storage tank (with meter readings/logs) OR
- Quality & Quantity (Q&Q) Report issued by SGS, Saybolt, or Intertek (must include composite sampling, sealed tank details, tank number, and seal numbers)
Option 2: STS / VTO (Ship-to-Ship or Vessel Take Over) Basis Submit any one of the following:
- Last Injection Report (vessel injection details) OR
- Quality & Quantity (Q&Q) Report by SGS, Saybolt, or Intertek (same details as above)
B. CIF Shipments (You arrange transport to our destination port)
Submit:
- Last Injection Report for TTV Transfer — Shows when the product was injected into the tank that will be used for loading onto the vessel going to us.
Deadline: Submit these documents within 3 business days after Step 1 approval.
Step 3: Verification, Approval & Next Steps
We will carefully check all documents. They must be:
- Complete and accurate
- Verifiable
- Recent (generally within the last 6 months)
Important: Any fake, misleading, or incomplete documents will result in immediate rejection and possible blacklisting.
If everything is approved:
- We will issue a Letter of Intent (LOI)
- We will proceed to contract discussion
Frequently Asked Questions
Q: What quantity do you need and which port? A: We decide the quantity and destination port after reviewing your supply source and documents in Step 1. Typical quantity: 50,000 – 500,000 metric tons per shipment. Common destinations: Major African ports such as Lagos (Nigeria), Durban (South Africa), and Mombasa (Kenya).
Key Things to Remember
- Send documents in high-quality, clear PDF format.
- All information you submit is treated as confidential.
- Following this process correctly helps build long-term trust and faster approvals.
- We may use independent verification tools for added security.
