This Purchasing Due Diligence Checklist is designed for Tea Bird Tea's bulk organic ingredient suppliers. Because Tea Bird Tea processes and repacks blends at its Johor Bahru organic tea facility, every input must be fully verified to prevent cross-contamination, protect organic integrity, and ensure smooth customs clearance between Malaysia, Singapore, and global markets (UK, US, EU, Japan). 

Tea Bird Tea – Supplier Due Diligence Checklist

Purpose: To verify the legal, organic, qualitative, and ethical standing of bulk ingredient suppliers prior to purchase and processing.

1. Legal Entity & Business Identity Verification (KYS)

Before reviewing ingredients, verify that the supplier is an authorized, legally operating business entity.

• Legal & Trading Names: Provide registered corporate name and any trading names.
• Company Registration: Provide incorporation number and country of registry (e.g., SSM in Malaysia, ACRA in Singapore, or international equivalents).
• Physical Address: Registered headquarters address and physical processing facility address.
• Ownership Structure: Declaration of ultimate beneficial owners and confirmation that the entity is not subject to any international trade sanctions.
• Liability Insurance: Active product liability and public liability insurance certificates.

2. Organic Integrity & Traceability Compliance

To maintain Tea Bird Tea's zero-toxin, chemical-free standards, organic certifications must map directly back to the farm.

• Organic Certifications: Provide valid, unexpired organic certificates matching target global markets (e.g., USDA Organic, EU Organic, MyOrganic Malaysia, Jasmine/JAS Japan).
• Certifying Body Integrity: Name of the third-party agency providing the certification. (Tea Bird Tea will cross-verify via the USDA Organic Integrity Database or relevant agency directories).
• Farm-Level Traceability: Can the supplier provide batch-specific documentation tracking the harvest from the specific farm/cooperative to the processing facility?
• GMO & Radiation Statement: Signed declaration confirming the ingredients are 100% Non-GMO and have not undergone irradiation.

3. Food Safety, Processing & Quality Control

As ingredients will be blended and packed into Tea Bird Tea’s signature heat-pressed cornstarch teabags, raw materials must meet strict safety parameters.

• Food Safety Certifications: Provide current copies of HACCP, ISO 22000, or GMP certifications.
• Batch-Specific Certificate of Analysis (COA): Supplier must agree to provide a COA for every single batch shipped, detailing physical, chemical, and microbiological specs.
• Pesticide Residue Testing: Lab evidence confirming zero or compliant minimal pesticide levels matching organic standards.
• Heavy Metal Screening: Comprehensive lab screening for Lead, Cadmium, Mercury, and Arsenic (critical for botanicals and roots).
• Microbial Panels: Clean test results for pathogens including Salmonella, E. coli, yeast, and molds.
• Allergen Control Policy: Declaration of allergens handled in the same facility and cross-contamination prevention protocols.

4. Technical Specs, Processing & Customization

Tea Bird Tea relies on specific physical profiles for its blending machinery and small-batch processing.

• Product Specification Sheets: Detailed documents defining particle size, cut/mesh size (TBC, fine cut, coarse cut), moisture levels, and visual appearance.
• Harvest Date & Freshness: Clear declaration of harvest year, processing dates, and total remaining shelf life (minimum 18-24 months required upon receipt).
• Sample Evaluation: Verification that the supplier will provide pre-shipment samples (PSS) for sensory and physical validation before bulk loading.

5. Packaging & Logistics Compatibility

Materials must arrive protected against moisture and pests without compromising clean processing.

• Bulk Packaging Details: Description of bulk food-grade packaging used (e.g., multi-wall moisture-resistant kraft paper bags or vacuum foil-lined bags).
• Labelling Standards: Confirmation that bulk packages explicitly list Lot/Batch Numbers, Net Weight, Expiry Dates, and Organic Status.
• Export Documentation: Capability to provide Certificates of Origin and Phytosanitary Certificates required for Malaysian and international customs clearance.
• MSDS: Certificate required for cornstarch teabag packing material, foil packs and tin packaging.
• Supply Capacity: Minimum Order Quantities (MOQs), monthly production capacities, and expected transit lead times to the Johor Bahru facility.

6. Sustainability & Ethical Sourcing Alignment

Tea Bird Tea prioritizes sustainable, community-minded partnerships.

• Ethical Certifications: Provide any auxiliary fair trade or ethical certifications (e.g., Fairtrade, Rainforest Alliance, Ethical Tea Partnership) if held.
• Social Compliance: Declaration that the supplier enforces fair wages, safe working environments, and strictly prohibits child or forced labor. 

Balcony Bloomer SDN BHD | 1152172-D | 201501026848 | C 24026209030, 17 Jalan Pelepas, 4/7 Taman Perindustrian, Tanjung Pelepas, 81550, Gelang Patah, Johor, Malaysia | www.teabirdtea.com