Due Diligence on Oil & Gas Sellers
This is a seller-side due diligence questionnaire. It is designed to verify that the seller has genuine product availability from verified, licensed refineries and can support physical cargo transactions.
If a full KYC/CIS has already been submitted to Ametheus, simply quote the reference/date in Section A and provide only the commercial and product-related information below.
The form is modular. Complete only the sections relevant to your role (Refinery / Allocation Holder / Trader).
Best practice sequence: Standing KYC → this Seller Due Diligence → Proof of Product (POP) verification → LOI / SPA discussion → independent inspection & document release.
Header Information
| Field | Details |
|---|---|
| Reference / Enquiry ID | |
| Date | |
| Completed by (Name / Company / Role) | |
| Contact (Email / Phone / WhatsApp) |
SECTION A – Seller Identification
| No. | Question | Answer |
|---|---|---|
| A1 | Full legal name of the seller | |
| A2 | Role in the transaction | ☐ Refinery / Producer ☐ Allocation Holder ☐ Trader / Reseller ☐ Broker / Agent (with mandate) ☐ Other: |
| A3 | Company registration number / Jurisdiction | |
| A4 | Registered address | |
| A5 | KYC/CIS already submitted to Ametheus? | ☐ Yes – Reference / Date: ☐ No – Full KYC attached |
| A6 | Ultimate Beneficial Owner(s) / Key directors (or “to be provided under NDA”) | |
| A7 | Sanctions / compliance status confirmation | ☐ Confirmed clean of OFAC, EU, UN, UK and relevant lists ☐ Screening report attached |
SECTION B – Past Performance
| No. | Question | Answer |
|---|---|---|
| B1 | Number of similar oil/fuel shipments completed in the last 24 months | |
| B2 | Please list at least 3 Bills of Lading (Vessel Name – Product – Quantity – Load Port – Date) | 1. 2. 3. |
Documents to attach:
- Copies of at least 3 recent Bills of Lading of similar products
SECTION C – Tank Storage / Terminal Access
| No. | Question | Answer |
|---|---|---|
| C1 | Type of document | ☐ Tank Storage Agreement (TSA) ☐ Terminal Agreement ☐ Other: |
| C2 | Terminal / Port name | |
| C3 | Document issuer | |
| C4 | Validity period (Start – End date) | |
| C5 | Tank capacity allocated / available | |
| C6 | Is the storage currently active and usable for the proposed grade? | ☐ Yes ☐ No – Remarks: |
Documents to attach:
- Current Tank Storage Agreement or Terminal Agreement
SECTION D – Proof of Product Source / Allocation Rights
(Complete the relevant option. Leave the other blank.)
Option 1 – If you are a Refinery or direct affiliate
| No. | Question | Answer |
|---|---|---|
| D1.1 | Refinery name & location | |
| D1.2 | Type of proof | ☐ Refinery ownership / affiliation certificate ☐ Industry association membership ☐ Other: |
| D1.3 | Document reference / number | |
| D1.4 | Validity / Expiry date |
Option 2 – If you are NOT a Refinery (Trader / Allocation Holder) Allocation Letter is mandatory
| No. | Question | Answer |
|---|---|---|
| D2.1 | Allocation / Authority letter issuer (Refinery / Producer name) | |
| D2.2 | Document reference / letter number | |
| D2.3 | Date of allocation letter | |
| D2.4 | Quantity allocated | _______________ MT / barrels |
| D2.5 | Grade / Quality | |
| D2.6 | Loading terminal / Port | |
| D2.7 | Validity / Loading window | |
| D2.8 | Does the letter confirm lifting / offtake rights in favour of the named party? | ☐ Yes ☐ No – Remarks: |
Core documents expected (attach what is available):
- Official Allocation Letter (mandatory for non-refineries)
- Refinery affiliation / membership certificate (if applicable)
- Statement of Availability (if available)
SECTION E – Shipment Documents (to be submitted after profile approval)
Once Section A–D are approved, the following documents must be submitted within 3 business days:
For FOB (TTV / STS / VTO):
- Last Injection Report or
- Q&Q Report issued by SGS / Bureau Veritas (BV) / Intertek (composite sampling, tank/vessel number, seal numbers)
For CIF / CFR:
- Last Injection Report for the tank that will load the vessel
SECTION F – Additional Information
| Item | Details |
|---|---|
| Preferred Incoterms | ☐ FOB ☐ CIF ☐ CFR ☐ Other |
| Typical quantity offered | |
| Preferred load ports / regions | |
| Any existing SPA / LOI reference | |
| Other remarks |
Important Notes
- We do not accept product originating from any sanctioned country.
- Extra scrutiny applies to landlocked origins (Kazakhstan, Azerbaijan, etc.).
- Preferred supply origins: Mediterranean, Black Sea, Middle East and Baltic.
- All information is treated as confidential.
- False or misleading documents will result in immediate rejection and possible blacklisting.
Self Declaration
Name: _______________________________ Designation / Company Stamp: _______________________________ Signature / Date: _______________________________
I/We confirm that the information and attached documents are true, accurate and current to the best of our knowledge at the date of this form. We understand that false or misleading information may result in immediate termination of discussions and possible reporting to relevant authorities.
Submission Instructions Return as a single PDF package with all attachments to: [email protected]
Subject Line format: Seller DD – [Product] – [Company Name] – [Date]
