A practical checklist for physical commodity delivery discussions

Physical delivery is where a commodity agreement becomes real goods moving between parties. Whether the delivery relates to a direct trade or to an exchange-linked transaction, clear coordination prevents disputes. This checklist covers the points worth confirming before and during a delivery discussion.

Important: This is general coordination guidance, not legal, financial or regulatory advice. For any exchange-linked transaction, eligibility, exchange rules, warehouse requirements, documentation and applicable regulations must be independently verified by each participant and their own advisers.

Before delivery

Commodity and quantity. Confirm exactly what is being delivered and how much, in agreed units, with tolerance for natural variation understood by both sides.

Quality basis. Agree how quality is assessed and by whom — sampling method, parameters that matter, and what happens if a lot falls outside expectations.

Location. Confirm the delivery point: warehouse, godown or destination, with access, unloading and any weighbridge arrangements clarified.

Timing. Agree the delivery window and who bears responsibility if timing slips.

Documentation. Identify the documents each side needs — weighment slips, quality reports, invoices, gate passes, and for warehouse or exchange-linked delivery, any receipts or records that apply.

During delivery

Weighment. Agree where and how weight is recorded and how discrepancies are handled.

Quality check. Confirm the agreed quality process is followed and results are recorded.

Hand-over. Be clear about the point at which title and risk pass, as defined in the underlying agreement.

For exchange-linked (e.g. NCDEX) physical delivery

Exchange-linked delivery adds a layer: warehouse eligibility, approved quality norms, tender and delivery timelines, and specific documentation set by the exchange and its accredited warehouses. None of this should be assumed — it must be checked against the current rules for the relevant contract, and each participant remains responsible for their own compliance.

Where coordination help fits

A facilitator can help align warehouse, quantity, timing and documentation between counterparties and keep communication clear. That coordination does not replace the exchange’s rules or each party’s own verification and advisers.

If you need help coordinating a physical delivery, read about our NCDEX physical-delivery coordination service or start an enquiry.