Procedures
1. Initial Compliance Review
Before proceeding with any oil, jet fuel, or diesel transactions, buyers must provide the following public information for verification:
- Corporate profile and/or website, highlighting the business' expertise in handling fuel-related transactions
- Name of signatory and title, along with authority over fuel purchases
Once verified, buyers will move on to the next step to provide further required details.
2. Buyer Information Submission
After expressing interest, the buyer must submit the following details for the fuel purchase:
- Full entity name & contact details, including fuel procurement department information
- Corporate profile, including prior experience in fuel purchases (jet fuel, diesel, or oil)
- Signatory's name & title, with clear authority for processing fuel transactions
- Agreement on the seller’s fuel supply procedures and logistics
3. Seller's Compliance Review
The seller’s compliance department will review the following before proceeding with the fuel supply:
- Legitimacy of the buyer’s business in the oil, jet fuel, or diesel market
- Legal ability to proceed with the transaction, including any required permits for international oil or fuel transactions
- Verification of prior dealings or contracts in similar fuel sectors
Upon approval, the buyer will receive an ICPO (Irrevocable Corporate Purchase Order) or a Request for Quote (RFQ) Template to finalize the purchase agreement.
4. Contract Finalization & Logistics
Upon mutual agreement, the following steps will be carried out:
- Finalizing contracts for the supply of oil, jet fuel, or diesel
- Initiation of banking procedures, ensuring secure international payment methods
- Coordinating logistics, including transportation of fuel to agreed-upon locations (airports for jet fuel, terminals for diesel, etc.)
5. Payment & Delivery
For oil, jet fuel, and diesel buyers, the payment and delivery process will follow the specified terms:
- Major buyers follow a DIP n PAY (Delivery in Place and Payment) procedure, ensuring security and timely transactions.
- Non-major buyers must provide a financial guarantee and proof of logistics, including transportation agreements and customs clearances.
- For FOB (Free on Board) buyers, capital for the fuel purchase, shipping arrangements, and SGS (Society General de Surveillance) certification are required to ensure fuel quality and compliance with international standards.
IMPORTANT INFORMATION FOR BUYER SIGNATORIES AND INTERMEDIARIES
While we are always prepared to speak with a Signatory Buyer or other legal Buyer's Representative, initial Compliance always comes first.
It is important for Buyers and Intermediaries to understand that AetB IMPORT EXPORT is in direct relation with seller's staff. He has to collect and give the first information from the buyer, verify the provided information by the buyer and introduce buyer to seller's staff for an initial compliance review.
None of our Title Holder / Sellers will ask for, or will accept, unsolicited LOI's or ICPO's. All prices quoted are NET to the buyer - Brokers are free to negotiate whatever fee they wish with their Buyer Client.
Our procedure can propose a TTM, TableTalk Meeting after a successful compliance review. The seller can receive the buyer for a TTM in Rotterdam or Dubai or his office of New-York, USA.
Procedures (from any of our refinery-level Title Holder / Sellers) are designed to allow full disclosure on both sides as the process moves along.
Our process operates much like chess: the Seller provides general information / moves first; the Buyer moves back; we move again; they reply — a mutual, progressive information exchange from both sides for full disclosure and mutual comfort in a transaction.
When a Signatory Buyer is interested in learning more about any offer as outlined in one of our overviews, the only info we / AetB IMPORT EXPORT need in the beginning is "public" info, which no legitimate buyer should have any issues providing to anyone:
- Corporate profile and/or Website
- Name of signatory and Title
After our discussions with a Signatory Buyer or legal Mandate, if the Buyer would like to proceed into a potential transaction, the Seller's Compliance Department will need:
- Full name of the entity buying with the full contact details including address, phone, fax, email, and website (if applicable)
- Corporate profile
- Name of signatory and Title
- Written Agreement on the Buyer's Letterhead confirming the Seller's Procedures
That info, along with our comments and initial detailed review, is provided to Compliance in the seller/Title holder.
Upon successful review (the buyer is legitimate, and the seller can legally sell to them), the Buyer will receive either an ICPO or Request for Quote Template they simply "cut and paste" to their Letterhead for return to the Seller. This part of the process provides Buyers a level of disclosure about the Seller (they will receive the seller's Corp Overview and other info if not received previously in our personal discussions with them) and allows them to start to engage on a Principal-to-Principal basis.
Once the initial documents are completed and exchanged, Contracts will be finalized, the Banks are engaged, and Logistics will be worked out.
All throughout the Process the Buyer is obtaining more confidential info about the Seller, and vice versa. And there are multiple "escape" points in any transaction before any money is spent on banking.
If both sides agree the other can perform after their personal interaction crafting the contracts and mutual information exchange, Then the banks are engaged, product is ordered, and moved to the port for loading.
Lastly, if you are an intermediary, please do not introduce us to another broker who "knows the buyer or buyer's rep." While we recognize and are appreciative of the role that brokers and intermediaries play in the process of introducing buyers and sellers, we only want to speak with someone who has Authority in a transaction - preferably the Signatory Buyer or legal Mandate
Interested buyers simply provide us the basic public-level information above, and we'll quickly have it reviewed. More confidential information regarding the legal status of the corporation the buyer intends to use, whether the signatory will be signing on behalf of a JV, their level of experience in this business, their preparation re logistics, and banking information will be needed as we help the buyer move into contract discussions with the Seller Principal on a personal basis.
After a successful initial compliance review.
DIP n PAY procedure is for only Major Buyer.
For Non-Major Buyer, the procedure will vary. Briefly, the seller will ask you for the Financial Guarantee of payment sent Bank to Bank and the proof for a ready Logistics.
FOB BUYERS MUST BE PREPARED WITH BOTH CAPITAL AND LOGISTICS—SGS AND WILL RECEIVE FULL POP VIA BANK-TO-BANK.
We are working with different sellers, each of them has their own procedure.
Feel free to ask us the procedure.
Thank you.
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