The most common mistake when discussing origin data with your supplier is that you only ask when you need the data, instead of making this conversation a permanent part of your purchasing relationship. As a result, the question comes as a surprise, the supplier has no time to gather data, and delays occur precisely when you cannot afford them.
A second common mistake lies in how you phrase the question: formulated too vaguely, so the supplier comes back with a trade name or a country of origin, while the regulation requires data down to the level of the plot where the raw material comes from. Whoever avoids these two mistakes saves both themselves and the supplier a lot of back-and-forth emails.
Why this conversation is different from a regular purchasing discussion
Requesting origin data seems at first glance like any other supplier request: you ask for something, the supplier delivers it. The difference is that the requested data is often not routinely kept by the supplier itself, especially if they are further down the chain than the grower or logger. A supplier who purchases from several small producers must sometimes request that data themselves from their own suppliers. That takes time you don't see, but you feel it the moment your deadline approaches.
Mistake 1: having the conversation only when a shipment is concrete
If you only make contact when a shipment is on its way, you give the supplier no room to verify or complete data. Better to make origin data a structural part of your purchasing agreements, so it is already available before the shipment is scheduled. Companies that already know their role and obligation can conduct this conversation more effectively: in a few questions, see which role and obligation apply to your situation helps determine which data you exactly need before you ask your supplier the question.
Mistake 2: asking for "origin data" without specifying what that means
A vague question produces a vague answer. Do not ask for "the origin", but for the exact location data of the plot or plots where the raw material comes from, including the production period. Suppliers not used to this often need an example to understand the level of detail required. An overview of what is asked per raw material prevents you from having to come back with follow-up questions multiple times.
Mistake 3: having the conversation once instead of repeatedly
Origin data is not a snapshot. A supplier who delivers from a certain area this year may source from a different area next season. Whoever treats the conversation as a one-time activity risks that the data on file no longer matches actual deliveries. It is therefore customary to reconfirm origin data per delivery or per season, rather than relying on an old promise.
Mistake 4: receiving data without recording it in a verifiable way
An oral promise or a loose email is difficult to find when you actually need the data, for example when drawing up a statement or during an audit. Record who supplied which data, when, and in what form. This is also relevant in view of the retention obligation that applies to this data. How you safely process sensitive supplier data in this context is explained on the page about how we handle your data and that of your suppliers.
What does work in practice
Companies that conduct this conversation well usually do so in three steps: first explain to the supplier what level of detail is needed and why, then build a fixed moment into the procurement cycle when data is requested or confirmed, and finally use a consistent method to check and store the received data. The latter need not be complicated, but it must be consistent.
Bear in mind that the assessment of whether supplied data are sufficient ultimately rests with you as a market participant and not with the supplier. If you are in doubt about what is precisely needed in your situation, it is advisable to discuss this with a lawyer or the competent supervisory authority. A broader overview of frequently asked questions on this subject can be found on the FAQ page, and more background on the different steps in the process is available in the knowledge bank, selected by situation.
Would you first like to know which role and obligation apply to your company before you enter into the conversation with your supplier? Take the free role check or browse the knowledge bank for the topic that matches your commodity.