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You have decided to export. You have also chosen the market—perhaps thanks to our export strategy guide. Yet, between “we have decided to export” and the first shipment leaving, an average of 9-12 months of real work passes.
The problem is rarely the decision. It is not having a plan with deadlines.
This guide translates strategy into an operational plan: what to do, in what order, and in how much time—from product validation to the first shipment, through to market presence in the first year.
Why Planning Is the Part That (Almost) Everyone Skips
Most SMEs that “try exporting” start by contacting a potential distributor—skipping everything that should come first. The result: the distributor asks for certifications that do not yet exist, a multilingual technical data sheet is missing, and packaging is non-compliant. Weeks of waiting turn into months, and the distributor’s interest fades before you are ready.
Sequence matters more than speed.
Arriving ready for the first commercial contact is worth more than arriving first.
The Roadmap: 5 Phases in 12 Months
A realistic sequence for a food SME tackling export for the first time—adaptable based on resources and product. If you have not yet defined the product and target market, start with the strategic guide.
Months 1-3 — Validation and Product Dossier. Product verification for the target market (packaging, shelf life, necessary certifications), preparation of multilingual technical data sheets, and export documentation. Output: Product dossier ready to be shown to a buyer.
Months 3-5 — Search for Distributors and Importers. Identification and first contact with potential partners, through trade fairs, ICE (Italian Trade Agency), and direct contacts. Output: Qualified list of 5-10 potential partners.
Months 5-7 — Negotiation and First Contract. Definition of commercial terms, pricing, performance clauses, and minimum purchase requirements. Output: First signed agreement.
Months 7-9 — First Order and Logistics. Production, export packaging, shipping, and customs management. Output: First shipment delivered.
Months 9-12 — Presence and Monitoring. First market visit, participation in a sector trade fair, monitoring sell-in/sell-out, and preparation of the second order. Output: Consolidated relationship and real sales data.
The 2 Most Frequent Timing Errors
① Starting the search for distributors before having the dossier ready. The first contact is also the most important: if you do not have documentation, technical data sheets, and certifications ready, you risk losing the interest of a buyer who will not wait weeks for your documents.
② Underestimating certification timelines. Some certifications require weeks or months (Halal, Kosher, FDA registration for the USA). They should be started in months 1-3, not when a distributor requests them—at that point, it is too late.
Do you want the complete roadmap?
Download the extended PDF version: document checklist by phase, detailed timelines for each step, and KPIs to monitor month by month.
Download the complete guide →Or speak to us directly about your project — without obligation.
