You can avoid wasted time from unclear supplier communication by agreeing upfront on specifications, contact moments, and documentation. Waiting on missing information doesn’t just cost you time — it also risks production disruptions and costly mistakes. In this article, we answer the most common questions about effective supplier communication in the cheese and food industry.
What information should a supplier always provide upfront?
A supplier should always provide technical product specifications, certifications, lead times, and minimum order quantities upfront. Without this basic information, you can’t make a well-informed decision as a buyer or product developer — and you risk ending up with a product that doesn’t fit your production line or concept.
Specifically, this includes the following documents and details:
- Product specifications: fat content, moisture content, pH value, texture, and shelf life
- Certifications: such as IFS, BRC, or FSSC 22000, and any organic or halal certifications
- Allergen information: complete and up to date, in line with current regulations
- Delivery terms: minimum order size, lead times, and packaging options
- Pricing structure: including any volume discounts and price indexing based on raw material costs
Always request this information in writing before placing a trial order. This prevents misunderstandings and gives you a reference point for future discussions. A supplier who can’t provide this information quickly and completely is already telling you something about what working together will look like.
How do you write clear specifications for cheese in industrial applications?
Start from the end use: how will the cheese be processed, at what temperature, and what result do you need? From those functional requirements, you work backward to the technical parameters the cheese must meet.
For applications like pizzas, quiches, or ready meals, these properties are usually relevant:
- Melting behavior: does the cheese melt evenly and form a smooth, consistent layer?
- Fat content and dry matter: these largely determine the texture after heating
- Salt content: important for flavor balance and shelf life in the final product
- Particle size or cut format: relevant for machine processing and portioning
- Microbiological standards: aligned with the food safety requirements of your production line
Ideally, create your own specification sheet and present it to the supplier — rather than simply accepting the supplier’s product sheet as-is. That way, you set the standard and check whether the supplier can meet it. Also leave room for tolerance values: a strict number with no margin is often unrealistic in practice and leads to unnecessary disputes.
What are the most common misunderstandings in supplier communication?
The most common misunderstandings in supplier communication come from assumptions. The buyer assumes the supplier knows what’s meant, and the supplier assumes their standard product will do the job. Both sides communicate from their own frame of reference without making it explicit.
Common examples in the cheese and food industry include:
- “Fresh goat cheese” might mean a two-day-old product to one party and a product with a three-week shelf life to the other.
- Lead times are sometimes calculated from order confirmation, sometimes from the production date. That difference can mean several days.
- Private label means a different label on a standard product to some suppliers, while the buyer expects changes to the formulation or packaging as well.
- Volumes are sometimes given per week, sometimes per month — leading to planning errors.
The solution is simple but takes discipline: put everything in writing and ask the supplier to confirm in their own words. That way, you quickly spot any misunderstanding before it affects your production or planning.
When should you switch from email to a direct conversation with a supplier?
Switch from email to a direct conversation as soon as an issue has taken more than two email exchanges without a clear outcome, or when it involves complex specifications, complaints, or new product development. Email works well for confirmations and simple questions, but falls short when nuance or speed is needed.
Situations where a conversation is always the better choice:
- When starting a new partnership or discussing a trial delivery
- When there is a quality deviation or a complaint about a delivery
- When you want to adjust a product or develop a new concept
- During price negotiations or when reviewing contract terms
- When a delivery is delayed and you need clarity fast
A short phone call or video call often resolves in five minutes what would take a week over email. After each conversation, write a brief summary and send it to the supplier for confirmation. That way, you combine the speed of direct contact with the clarity of written documentation.
How do you keep communication consistent when contact persons change?
Consistent communication during contact person changes starts with central documentation of all agreements, specifications, and correspondence — independent of who manages the relationship. Knowledge that only lives in someone’s head disappears the moment that person leaves or changes roles.
Documentation as the foundation
Record all supplier agreements in a shared system, such as a procurement platform, a shared folder structure, or a CRM. Make sure it includes not just contracts, but also the informal agreements made along the way: adjusted lead times, agreed tolerances, preferred packaging, and escalation procedures.
Introductions when contacts change
When a contact person changes — on your side or the supplier’s — always schedule a brief introduction. Send the new contact an overview of current agreements and ask the supplier to do the same. This prevents a new colleague from unknowingly deviating from existing agreements or reinventing the wheel. A supplier who proactively communicates about internal changes shows that they take the relationship seriously.
How DeJong Cheese supports clear supplier communication
At DeJong Cheese, we know as a family business since 1995 how important clear communication is for a reliable partnership. We work with dedicated contact persons who know your specifications and production needs — so you don’t have to explain what you need every time. Our approach is practical and focused on your situation:
- We provide complete technical product specifications and certification documentation upfront
- We help you develop product specifications for industrial applications of goat cheese
- We offer flexibility in formats, packaging, and private label solutions for both retail and foodservice
- We confirm all agreements in writing and ensure continuity when contact persons change
- We are available for direct consultation whenever the situation calls for it
Want to know how we can simplify your purchasing process? Get in touch with us and find out what we can do for your production line or product development.
Frequently Asked Questions
How often should a buyer contact a supplier to keep the partnership running smoothly?
The ideal contact frequency depends on the phase and complexity of the partnership. With a new supplier or ongoing product development, weekly contact is recommended. With a stable, routine partnership, monthly check-ins with ad hoc contact for any deviations is usually enough. Either way, schedule a regular periodic meeting — even when everything seems fine — so small signals get picked up early before they turn into real problems.
What do you do when a supplier repeatedly fails to meet the agreed specifications?
Start with a structured complaint conversation where you back up the deviations with measurable data and refer to the written specifications. Draw up an improvement plan with concrete deadlines and checkpoints, and document what the consequences will be if the deviations continue. If the supplier consistently fails to deliver what was agreed, it’s wise to qualify an alternative supplier in parallel — not as a punishment, but as risk management for your production continuity.
How do you handle suppliers who communicate in a different language or from a different business culture?
With international suppliers, always use written confirmations in a shared language — preferably English — and avoid jargon or idioms that could cause confusion. Where possible, have technical specifications translated, or use standardized formats with clear units of measurement and references such as Codex Alimentarius or EU legislation. Also be aware that cultural differences affect how ‘no’ or ‘that’s a problem’ gets communicated — a positive answer doesn’t always mean the supplier can actually meet the requirement.
What mistakes do buyers most often make when drafting a supplier agreement?
A common mistake is copying the supplier’s general terms or product sheet without critically checking them against your own production requirements. Other frequent mistakes include missing clear agreements on tolerance values, complaint procedures, and price indexing mechanisms. Always make sure the agreement also covers what happens when specifications are not met — including who is responsible for any additional costs or production losses.
How do you effectively involve a supplier in product development without sharing confidential information unnecessarily?
Before any product development collaboration, sign a Non-Disclosure Agreement (NDA) so both parties know what can and cannot be shared. Share functional requirements and application contexts rather than full recipes or brand strategies — this gives the supplier room to come up with technical solutions without exposing your core knowledge. A trustworthy supplier will understand and appreciate this approach. Hesitation about it is actually a signal to watch out for.
Is it smart to work with multiple suppliers for the same product, or is it better to buy exclusively from one?
For critical ingredients like cheese in industrial applications, working with at least two qualified suppliers is a smart risk strategy — especially with larger volumes or seasonal availability fluctuations. Buying exclusively from one supplier can offer price advantages, but leaves you vulnerable to production issues, delivery delays, or quality deviations on their end. With a dual-sourcing strategy, make sure both suppliers are tested against the same specifications, so you can switch smoothly without quality differences in your end product.
How do you know if a new supplier is reliable enough before placing a larger order?
Always qualify a new supplier through a structured onboarding process: request certifications and audit reports, start with a small-scale trial delivery, and evaluate both product quality and the speed and completeness of their communication. Also ask for references from similar clients in the food industry and check whether the supplier is transparent about their production locations and supply chain. The way a supplier handles your questions during the orientation phase is often a good indicator of what the long-term partnership will look like.
