Certification & Audit Readiness Checklist for Vanilla Exports in Madagascar

Core documents include a valid export licence, phytosanitary certificate, certificate of origin, commercial invoice, packing list, customs declaration, QA reports (certificate of analysis) and proof of export insurance. Also supply business registration / licence from the Malagasy commercial registry and full traceability records (batch records).

Start with an export readiness checklist: gather originals for the export licence, phytosanitary certificate, insurance certificate and QA reports; prepare traceability records and retained samples; ensure the packing list matches the customs declaration; and train staff to demonstrate the chain of custody during the inspection.

Purchase export insurance, commonly called cargo insurance or transit cover, from local insurers or brokers. Ensure the policy wording covers loss, damage and delay per buyer requirements, and that the insurer will accept third-party loss adjusters if required for claims handling.

Retention periods vary by contract, but keep traceability records and batch records for at least the minimum period requested by the buyer—most buyers expect multi-year retention. Retain QA and customs documents to support any future audit responses or claims handling.

Yes. A missing or invalid phytosanitary certificate is a common cause for rejection or detention by the buyer and importing authorities. Always obtain plant health clearance from the Ministry of Agriculture and include it with shipment paperwork to avoid non-compliance.