SOP-01 — How to Originate and Structure a Trade Mandate (Sell Side)

SOP header

Purpose

Every mandate originated correctly is a commercial relationship built correctly — and a commission income stream protected correctly. The purpose of this SOP is to ensure that no introduction is ever made without a solid commercial and legal foundation, and that no time is ever wasted on mandates that fail the Three P test.

Scope

This SOP covers sell-side mandates — where the Principal is an Indian exporter seeking EU buyers through All Frontier Global Nexus as commission-only trade facilitator. Buy-side mandates (EU buyer seeking Indian suppliers) are covered in SOP-02. Joint venture mandates are covered in SOP-14. The SOP applies to all 30+ vertical sectors and all geographic corridors. It does not cover the buyer qualification phase (SOP-02) or the deal execution phase (SOP-03).

Responsible parties

Vinod Kumar Jain · Founder and Principal Leader

Three P filter final decision — overall mandate acceptance or decline. Supplier assessment for India-side mandates. Relationship owner with Indian principals.

Amit Jain · Digital Generalist and Succession

CRM entry and deal file creation. EU-side market assessment. Document preparation and digital facilitation. Compliance verification (IEC, GSTIN, sanctions screen).

Both Principals · Joint

Final mandate agreement signature. Commission rate negotiation. NCNDA execution.

Procedure

Step-by-step process.

Phase 1 — First Contact and Initial Triage

Target: ≤ 24 hours from enquiry to initial response

Step	Action	Description	Responsible	Timeline	Output
1.1	Receive mandate enquiry	Enquiry arrives via website form (mandate-submit.php), WhatsApp, email, or referral. All channels monitored by both principals.	Both principals	≤ 4 hours	Enquiry logged
1.2	Log enquiry in CRM	Create new deal record in CRM. Fields: Principal name, company, country, product/HS code, target market, volume indication, contact details, source of enquiry, date and time received.	Amit Jain	≤ 2 hours of receipt	CRM deal record created
1.3	Send acknowledgement	Send personalised acknowledgement to Principal (not auto-reply). Confirm receipt and state that both principals will review within 24 hours and respond with questions or a decision.	Amit Jain	≤ 4 hours of receipt	Acknowledgement email sent · CRM note
1.4	Initial product and market check	Quick assessment: Is the product in a vertical we operate in? Is the target market viable? Are there obvious compliance red flags (SCOMET, dual use, sanctions)? Does the volume/value support a commission-only model?	Both principals	≤ 24 hours	Preliminary viability note in CRM
1.5	Decide: pursue or decline at initial stage	If obviously non-viable (SCOMET product, sanctioned jurisdiction, zero market, clearly non-compliant) → decline with explanation. If potentially viable → proceed to Phase 2.	Vinod Kumar Jain (final)	≤ 24 hours	Decision logged in CRM · Decline email if applicable

Phase 2 — Three P Filter Assessment

Person · Product · Price — all three must pass

Step	Action	Description	Responsible	Timeline	Output
2.1	PERSON assessment	Evaluate the Principal: Who are they? What is their track record? Are they a manufacturer or trader? Do they have IEC and GSTIN? Are they registered with relevant export promotion council (PHARMEXCIL, EEPC, APEDA)? Any adverse news? Conduct Google search + MCA company check.	Both principals	1–2 working days	Person assessment note in CRM
2.2	PRODUCT assessment	Evaluate the product: Is it genuinely exportable to the target EU market? What certifications are required (EU GMP, IATF 16949, CE, GOTS)? Does the Principal hold these certifications (or can they obtain them)? What is the current EU duty rate (MFN)? Will the India-EU FTA benefit this product?	Amit Jain (EU compliance)	1–2 working days	Product assessment note in CRM · HS code confirmed
2.3	PRICE assessment	Evaluate commercial viability: What is the Principal's FOB or ex-works price? Is it competitive with alternative sources (China, Bangladesh, Vietnam, local EU production)? Does the price margin support a commission of 2–8%? Is the Principal willing to share the commission from their existing margin?	Both principals	1–2 working days	Price assessment note in CRM · Commission rate indicative
2.4	Three P summary decision	All three assessments reviewed. Consensus decision: PASS (all three Ps viable) → proceed to Phase 3. CONDITIONAL PASS (one P borderline) → seek clarification before proceeding. FAIL (one or more P fails decisively) → decline mandate.	Vinod Kumar Jain (final)	≤ 3 working days from Phase 2 start	Three P decision recorded in CRM
2.5	Communicate Three P outcome to Principal	If PASS: Send a mandate proposal letter explaining the proposed terms (commission rate, scope, exclusivity, tail period). If FAIL: Send a written decline with specific, honest explanation (never vague). CRM note with reasoning.	Amit Jain	≤ 24 hours of decision	Proposal letter or decline email sent

Phase 3 — Due Diligence and Documentation

Mandatory before any introduction is made

Step	Action	Description	Responsible	Timeline	Output
3.1	Collect Principal KYC	Request completed KYC/Due Diligence Questionnaire (Doc 22) from Principal. Required documents: IEC certificate, GSTIN certificate, certificate of incorporation/GST registration, last 2 years' audited financials (for high-value mandates), director/owner passport copies (for AML). Log all documents in deal file.	Amit Jain	3–5 working days	KYC file complete in deal folder
3.2	Run sanctions screen	Screen the Principal (company and all named directors/UBOs) against: UN Consolidated Sanctions List, EU Consolidated Sanctions List, US OFAC SDN List, India UAPA/PMLA designated entities. Document result per Doc 21. If CLEAR: proceed. If MATCH: escalate (see Escalation Procedure).	Amit Jain	≤ 1 working day	Sanctions screen log completed and signed
3.3	Verify certifications	Verify all claimed product certifications: EU GMP on EMA eudragmdp database; IATF 16949 on IATF Global Oversight database; GOTS on GOTS database; ISO 9001 on certification body database. Screenshot verification stored in deal file.	Amit Jain	1–2 working days	Certification verification screenshots in deal file
3.4	EU market assessment	Research the EU market for this product: Who are the top EU buyers? What are current import volumes from India? What is the competitive landscape? What are the key EU regulatory requirements? This becomes the basis for the buyer qualification strategy in SOP-02.	Amit Jain	2–3 working days	EU market assessment note in CRM + deal file

Phase 4 — Mandate Agreement and NCNDA Execution

Both documents signed before any introduction

Step	Action	Description	Responsible	Timeline	Output
4.1	Prepare mandate agreement	Use Doc 01 template. Customise: Principal details, product scope (with HS codes), target market/geography, commission rate and calculation base (FOB/CIF/invoice value), trigger event, tail period (24 months standard; 36 months for automotive/pharma), exclusivity (if any), governing law (recommend English law + ICC arbitration), dispute resolution.	Amit Jain (draft)	1–2 working days	Mandate Agreement draft ready for review
4.2	Review mandate agreement	Both principals review the draft. Check: commission rate appropriate for sector; product scope neither too narrow (easy circumvention) nor too broad (commercially unreasonable); tail period appropriate; NCNDA obligations correct; governing law agreed. Amend as required.	Both principals	1 working day	Mandate Agreement approved for sending
4.3	Send mandate agreement and NCNDA for Principal signature	Send Doc 01 and Doc 09 to Principal via email. Use DocuSign or equivalent e-signature platform. Request signature within 5 working days. Do not share any buyer information or begin buyer research before receipt of signed documents.	Amit Jain	≤ 24 hours of approval	DocuSign request sent · CRM note
4.4	Receive signed documents	Confirm receipt of fully executed Mandate Agreement and NCNDA. Store signed PDFs in deal file (cloud + local backup). Update CRM: mandate status = ACTIVE. Note: introduction date counter starts from the date of first formal introduction (Phase 5, not now).	Amit Jain	On receipt	Signed docs filed · CRM updated to ACTIVE
4.5	Issue deal reference number and create deal file	Assign a deal reference (e.g. AFG/2025/001). Create deal folder with: KYC documents, sanctions screen log, certification verifications, mandate agreement, NCNDA, EU market assessment, communications log, and introduction letter template (ready for Phase 5).	Amit Jain	≤ 24 hours of signing	Deal file complete · Deal reference logged · SOP-02 initiated

Decision points

If · then · branching logic.

If · trigger

Three P Filter — ALL THREE Ps pass

Then · action

Proceed to Phase 3 (due diligence). Send mandate proposal letter with indicative commission terms.

If · trigger

Three P Filter — ANY P fails decisively

Then · action

Decline mandate in writing. Specific honest explanation. Log reasoning in CRM. No further action.

If · trigger

Three P Filter — ONE P borderline

Then · action

Request clarification from Principal. Set a 5-working-day deadline for clarification. Re-assess after response. If still borderline → decline.

If · trigger

Sanctions screen — CLEAR result

Then · action

Proceed to Phase 3 next steps. Log clear result with screener name and date.

If · trigger

Sanctions screen — POSSIBLE MATCH

Then · action

Do not proceed. Conduct enhanced review. Obtain additional identification to rule out false positive. Document disposition reasoning.

If · trigger

Sanctions screen — CONFIRMED MATCH

Then · action

Stop immediately. Do not tip off Principal. File SAR with FIU-IND. Seek legal advice before any further action. Log all actions with timestamps.

If · trigger

Principal fails to return signed documents within 10 working days

Then · action

Send one reminder. If no response in 15 working days total → close deal file. Log as "Non-responsive" in CRM. Do not chase beyond one reminder.

Forms & documents

What you'll need.

Mandate Enquiry Form

First touchpoint — captures product, volume, counterparty type, and contact details

→

KYC / Due Diligence Questionnaire (Doc 22)

Completed by Principal in Phase 3 — captures company details, directors, UBOs, financials

→

Mandate Agreement (Doc 01)

Signed by both parties at completion of Phase 4 — primary mandate instrument

→

NCNDA (Doc 09)

Signed simultaneously with Doc 01 — non-circumvention and non-disclosure

→

Sanctions Screening Log (Doc 21)

Completed and signed in Phase 3 for every new counterparty

→

Mandate Origination Checklist (Doc 85)

Parallel checklist — all mandatory items ticked off before Phase 5 begins

→

Escalation

When to stop & escalate.

Confirmed sanctions match on Principal or director

IMMEDIATE STOP. Do not tip off counterparty. File Suspicious Activity Report (SAR) with FIU-IND within 24 hours. Notify both principals within 1 hour of discovery. Seek legal advice. Do not delete any records — preserve all communications.

Principal provides false certifications (EU GMP, IATF, etc.)

Decline mandate in writing citing inability to verify certifications. Do not state the specific falsification in writing. Log internally with full detail. Sanctions screen the company (misrepresentation is an AML red flag). Seek legal advice if material.

Principal requests introduction before signing mandate agreement

Decline firmly and politely. Explain that the mandate agreement must be signed before any buyer information is shared. If Principal insists on proceeding without documentation — terminate the mandate process. Log in CRM.

Principal is a competitor of an existing Principal in the same vertical and geography

Review existing mandate agreements for exclusivity clauses. If existing mandate covers this vertical and geography with exclusivity → decline new mandate with explanation. If no exclusivity conflict → proceed with disclosure to both Principals of the general conflict of interest (no specifics disclosed).

Record-keeping

What gets kept, where, for how long.

Record	Location / system	Retention
Mandate Enquiry Log	CRM (primary) + Google Sheets (backup)	7 years from mandate closure or decline
Three P Assessment Notes	CRM deal notes + deal file (PDF)	7 years from mandate closure
KYC / Due Diligence File	Google Drive (encrypted) + local backup	7 years from end of Principal relationship (PMLA requirement)
Sanctions Screen Log	Deal file (PDF) + Google Drive	7 years from screen date (PMLA requirement)
Mandate Agreement	DocuSign + Google Drive + deal file	10 years from agreement execution
NCNDA	DocuSign + Google Drive + deal file	10 years from agreement execution
Introduction Letter	Deal file + email records	10 years from introduction date (tail period evidence)
Deal Reference Register	Google Sheets (master mandate register)	Permanent — never delete

Performance targets

KPIs · how we measure this SOP.

Time from enquiry to initial response

≤ 24 hours

CRM timestamp comparison

Time from enquiry to Three P decision

≤ 5 working days

CRM phase timestamps

Three P pass rate

30–50% of enquiries

CRM monthly report

Time from Three P pass to signed mandate

≤ 15 working days

CRM phase timestamps

Mandate completion rate (enquiry → signed)

Target: 25%+

Monthly CRM report

Sanctions screen turnaround

≤ 1 working day

Screen log timestamps

Risk framework

Risks · assessment · mitigation.

Risk	Assessment	Mitigation
Principal circumvention — exporter approaches identified buyers directly, bypassing commission obligation	Medium / High	NCNDA (Doc 09) signed before any buyer information is shared. Introduction letter with precise date creates auditable record. Audit right clause in mandate agreement. 24-month tail with survivorship past mandate expiry.
False certification claims by Principal — inflated or falsified EU GMP, IATF, GOTS certificates	Low–Medium / High	Always verify certifications on the issuing body's own database (EMA eudragmdp, IATF Global Oversight, GOTS database). Never accept certificate copies without database verification. Screenshot all verifications and store in deal file.
Sanctions exposure — Principal or connected party is on a sanctions list	Low / Very High	Run full sanctions screen on all principals, directors, and UBOs before any document sharing. Use commercial screening tool. Document all results. Escalate confirmed matches immediately.
Commission rate insufficient — agreed rate does not generate meaningful income relative to effort	Medium / Medium	Ensure the deal size × commission rate × probability of close justifies the time investment before accepting mandate. Use Mandate ROI Calculator. Minimum commission threshold: EUR 10,000 expected per closed mandate.
Mandate scope too vague — dispute later about what product or buyer category was covered	Medium / High	Define product scope using HS codes, not just category names. Define the Introduced Party category precisely. Include a "substantially similar products" extension clause. Review scope with both principals before signing.

3 Ps · SOP viability

Possibility · probability · plausibility.

Possibility

Can this procedure succeed?

Yes — sell-side mandate origination is the foundational activity of All Frontier Global Nexus. The procedure is proven and repeatable across all 30+ verticals and all geographic corridors. The Three P filter ensures that only viable mandates are accepted, protecting both the facilitator's time and the Principal's expectations.

Probability

How likely to achieve the outcome?

Of enquiries received: approximately 30–50% pass the Three P filter. Of those that pass, approximately 60–70% result in a signed mandate agreement. The remainder decline during documentation or negotiation. Overall conversion from first enquiry to signed mandate: approximately 20–35%.

Plausibility

Does the process logic hold?

The procedure is commercially coherent. The Three P filter prevents time wasted on non-viable mandates. The documentation sequence (KYC → sanctions screen → mandate agreement → NCNDA) protects both parties. The commission-only model means no cost to the Principal until a transaction is completed — removing the primary objection to using a trade facilitator.

Marketing mix · 10P analysis

The procedure through a 10P lens.

Product

Trade facilitation service — the structured, professional origination of a sell-side mandate. The output of this SOP is a signed mandate agreement and deal file ready for buyer qualification (SOP-02). The service is commission-only — no cost to the Principal until transaction completion.

Price

Zero upfront cost to the Principal. Commission agreed in the mandate agreement — typically 2–8% of FOB or CIF value depending on vertical. Commission is earned only on completed transactions.

Place

Primarily conducted digitally (email, DocuSign, video call). Where a factory visit is warranted (for large mandates or where Principal facility assessment is required), Vinod Kumar Jain conducts the India-side visit personally. Amit Jain conducts EU market assessment from Porto.

Promotion

Mandate enquiries arrive through: website form (AllfrontierGlobal.com/mandate-submit.php), WhatsApp (direct to both principals), LinkedIn outreach by both principals, referrals from existing Principals and franchise partners, PHARMEXCIL/EEPC/APEDA network events, trade fair contacts.

People

Vinod Kumar Jain — Three P filter final decision; supplier assessment; India-side relationship; factory visits. Amit Jain — CRM management; documentation; EU market assessment; compliance verification; DocuSign execution.

Process

This SOP IS the process. 4 phases: (1) First Contact and Triage; (2) Three P Filter; (3) Due Diligence; (4) Mandate Agreement Execution. Sequential — no phase can be skipped. No buyer information shared before Phase 4 completion.

Physical Evidence

Mandate enquiry CRM record, Three P assessment note, KYC file, sanctions screen log, certification verification screenshots, signed mandate agreement (Doc 01), signed NCNDA (Doc 09), deal reference number, deal file, acknowledgement emails.

Partners

DocuSign (e-signature platform), CRM system, Google Drive (document storage), ComplyAdvantage or equivalent sanctions screening tool, EMA eudragmdp (EU GMP verification), IATF Global Oversight (IATF 16949 verification), GOTS database, MCA (Indian company verification).

Performance

Target: 10–20 new mandate enquiries per month; 3–7 Three P passes; 2–5 signed mandate agreements. Average time from first enquiry to signed mandate: 10–20 working days. No more than 25% of active mandates should be stalled in Phase 3 at any one time.

Purpose

Practitioner intelligence

What works · what doesn't.

✓ Success conditions

What works

✓ Responding to every enquiry within 4 hours — even if only an acknowledgement. Indian exporters approach multiple facilitators simultaneously; the fastest, most professional responder wins the mandate.
✓ Being specific and honest in Three P decline communications — "Your EU GMP certification expired in March 2024 and cannot be renewed in time for the Q3 EU buyer meeting" is more respectful and more useful than "we regret we are unable to take on your mandate at this time".
✓ Verifying certifications on the issuing body's database before Phase 2 is complete — not after the mandate is signed. False certification discovery post-mandate is messy and commercially costly.
✓ Negotiating the commission rate AFTER completing the Three P assessment — the rate should reflect the difficulty of the mandate, the expected deal size, and the probability of close. Agreeing a rate before understanding these factors leads to under-priced mandates.
✓ Using a fixed-format deal file structure from Day 1 — every mandate's deal file has exactly the same folder structure. When documents are needed for an arbitration or audit, they are always where expected.

✗ Failure modes

What doesn't work

✗ Accepting mandates that pass only the Price P — "the price is good but the certifications are missing and the principal is unknown" is not a viable mandate. All three Ps must pass.
✗ Sharing buyer names or contact details before the NCNDA is signed — even informally ("here is the contact at the German buying group who might be interested"). Once shared verbally, the protection is gone.
✗ Accepting photocopied certification documents without database verification — EU GMP certificates can be and have been falsified by Indian exporters seeking EU buyer access. Always verify on the live database.
✗ Allowing the mandate agreement to be negotiated open-endedly — set a 10-working-day deadline for the Principal to return signed documents. Mandates that drag on for 6+ weeks in negotiation rarely materialise and consume disproportionate time.
✗ Combining the KYC and the Three P filter into a single step — the Three P filter should be completed before investing time in KYC documentation collection. Running KYC on a mandate that then fails the Three P filter wastes both parties' time.

Related resources

Related SOPs

Key documents

Related verticals

Frequently asked

FAQ · SOP-01.

What is the Three P Filter and why is it mandatory?

The Three P Filter (Person, Product, Price) is All Frontier Global Nexus's proprietary mandate qualification framework. Person: Is the counterparty credible, legally compliant, and commercially reliable? Product: Is the product genuinely exportable to the target market with the required certifications? Price: Is the price competitive enough to win a buyer while supporting a 2–8% commission? All three must pass. If one fails decisively, the mandate is declined — regardless of how compelling the other two are. A poor Person creates legal and reputational risk. A non-compliant Product creates commercial risk at the EU border. An uncompetitive Price means no buyer will ever be interested, regardless of how well-structured the mandate is.

How long does the mandate origination process take?

The standard timeline from first enquiry to signed mandate agreement is 10–20 working days: Phase 1 (triage): ≤ 2 working days. Phase 2 (Three P filter): 3–5 working days. Phase 3 (due diligence): 3–5 working days. Phase 4 (agreement execution): 3–7 working days for negotiation, signature, and filing. The timeline depends on: (a) how quickly the Principal responds to KYC requests and agreement review; and (b) whether any certification or sanctions issues arise in Phase 3. Mandates that stall at Phase 3 for more than 15 working days are typically closed as "non-responsive."

Can an Indian exporter approach multiple trade facilitators simultaneously?

Yes — Indian exporters are free to approach multiple facilitators. If a Principal has appointed multiple facilitators for the same product and geography, the first facilitator to make a qualifying introduction is entitled to the commission on any resulting transaction with that introduced buyer. This creates a potential conflict if two facilitators introduce the same buyer — resolved by the introduction date records (the first documented introduction takes precedence). Where All Frontier Global Nexus holds an exclusive mandate for a specific product and geography, no other facilitator can be appointed during the exclusivity period. Exclusivity mandates are confirmed in writing in the mandate agreement.

What happens if the Principal declines to sign the NCNDA?

No introduction is made without a signed NCNDA. Full stop. If a Principal declines to sign the NCNDA, All Frontier Global Nexus will explain the commercial rationale — the NCNDA protects both parties. If the Principal still declines, the mandate process is terminated. There is no exception to this rule. An introduction without a signed NCNDA creates an unenforceable commission claim and exposes the introduced buyer's details without any legal protection.

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Search 23,577,134 allfrontierglobal.com data points

How to Originate and Structure a Trade Mandate (Sell Side)

Step-by-step process.

If · then · branching logic.

What you'll need.

When to stop & escalate.

What gets kept, where, for how long.

KPIs · how we measure this SOP.

Risks · assessment · mitigation.

Possibility · probability · plausibility.

The procedure through a 10P lens.

What works · what doesn't.

What works

What doesn't work

FAQ · SOP-01.

Cron-refreshed data — every cadence

Explore the AJG knowledge graph

All factsheets at a glance

Search 23,577,134 allfrontierglobal.com data points

SOP-01 How to Originate and Structure a Trade Mandate (Sell Side)

Step-by-step process.

If · then · branching logic.

What you'll need.

When to stop & escalate.

What gets kept, where, for how long.

KPIs · how we measure this SOP.

Risks · assessment · mitigation.

Possibility · probability · plausibility.

The procedure through a 10P lens.

What works · what doesn't.

What works

What doesn't work

FAQ · SOP-01.

Cron-refreshed data — every cadence

Explore the AJG knowledge graph

How to Originate and Structure a Trade Mandate (Sell Side)