Client Process Guide

From RFQ to shipment. Transparent. Compliant. Documented.

This guide explains the documents, approvals and actions required from the Client and Falcon Defence during a standard military and controlled-goods transaction. Designed to ensure a transparent, efficient and legally compliant process.

Process overview

Four phases, twelve steps.

Qualification and offer

Steps 1–4

Verified enquiry and formal commercial offer

Contracting documents on a boardroom table

Contracting and onboarding

Steps 5–7

Signed contractual package, EUC and agreed payment

Government authorization

Steps 8–9

Export and import authorization process completed

Production, inspection and shipment

Steps 10–12

Goods verified, balance paid and shipment dispatched

Important condition: No offer, order confirmation, proforma invoice, advance payment or production notice guarantees an export permit. Performance remains subject to all required governmental approvals and the final terms of the signed contractual documents.

This process may be adjusted by the signed Framework Agreement, transaction Annex, product, country, licence conditions, competent authorities or agreed Incoterm.

Phase 1

Qualification and commercial offer

Client

Client submits the RFQ and qualification package

Submits a written Request for Quotation describing the product, specification, quantity, required delivery schedule, destination and intended end use. Provides the company KYC package and copies of valid military-trade, import, possession or procurement licences/authorizations relevant to the requested goods.

Client action

Provide the complete qualification package: registration documents, registered address, authorized signatory, ownership and UBO information, relevant licences, buyer/consignee/end-user details and official corporate contacts.

Result

Falcon opens the transaction file and begins compliance and commercial review.

Commercial offer and compliance review documents

Falcon Defence

Falcon issues the Soft Corporate Offer (SCO)

After initial review, Falcon issues an SCO setting out the indicative product, quantity, commercial terms, delivery basis, payment structure, offer validity and principal conditions.

Client action

Review the SCO within its validity period and submit any questions through the appointed commercial contact.

Result

The Client receives the basis on which Falcon is prepared to proceed.

SCO status: The SCO is indicative and non-binding unless expressly stated otherwise. It remains subject to compliance clearance, availability, final agreement and governmental authorization.

Signed commercial offer acceptance and transaction file

Client

Client accepts the SCO

Confirms written acceptance of the SCO within its validity period.

Client action

Return the accepted/signed SCO or a clear written acceptance, as requested by Falcon.

Result

Falcon proceeds to preparation of the definitive commercial and contractual package.

Final offer, framework agreement and EUC template prepared for contracting

Falcon Defence

Falcon issues the FCO and contractual package

Issues the Full Corporate Offer (FCO) together with Falcon's standard Framework Agreement and the applicable End-User Certificate (EUC) template.

Client action

Review the complete package. Any requested amendment must be raised before signature.

Result

The Client receives the documents required to establish the commercial and compliance framework.

Phase 2

Contracting and transaction confirmation

Framework agreement signing and contractual onboarding documents

Client

Client signs and returns the FCO and Framework Agreement

Signs the FCO as confirmation of acceptance and signs the Framework Agreement through its duly authorized representative.

Client action

Return complete signed copies together with any outstanding corporate authority or signatory documents.

Result

The principal contractual relationship is established, subject to the agreement's conditions precedent.

Order confirmation, proforma invoice and transaction annex

Falcon Defence

Falcon issues the transaction documents

Issues the Order Confirmation, Proforma Invoice and transaction-specific Annex to the Framework Agreement.

Client action

Check that the product, quantity, price, payment milestones, Incoterm, destination, end user and delivery terms are correct.

Result

The commercial order is documented in the transaction-specific Annex.

Completed EUC, signed annex and payment confirmation package

Client

Client completes the EUC, signs the Annex and makes the agreed payment

Completes and signs the EUC in the required form, signs the transaction Annex and provides payment confirmation for the amount due under the Proforma Invoice.

Client action

Return original, legalized or authority-certified documents where required. The payer and bank account must correspond to the approved contractual party unless Falcon approves otherwise in writing.

Result

Falcon receives the complete contractual, end-use and initial payment package required to start the authorization process.

Document consistency: Names, addresses, product description, quantity, end user, end use, destination and signatories must match across the RFQ, KYC, licences, FCO, Framework Agreement, Annex, EUC and payment documents.

Phase 3

Government authorization

Official export permit with EU and Romanian flags

Export authorization application with official authority documentation

Falcon Defence

Falcon initiates the export-permit process

Uses the completed transaction file to initiate the required export-authorization process with the competent Romanian authorities, including the Ministry of National Defence and any other authority required for the transaction. This usually takes 5–7 days.

Client action

Respond promptly if Falcon or a competent authority requests clarification, revised wording, originals or additional supporting documentation.

Result

The export application is processed by the competent governmental authorities.

Authority timing: Government processing time is outside Falcon's control. Falcon will keep the Client informed of material requests or decisions but cannot guarantee the approval date or outcome.

Import permit reconciled with transaction and export authorization requirements

Client

Client provides the import permit

Obtains and submits the valid import permit or equivalent authorization issued by the competent authority in the destination country.

Client action

Ensure the permit covers the correct product, quantity, exporter/supplier, consignee, end user, destination and validity period.

Result

Falcon reconciles the import authorization with the transaction and export-permit requirements.

Phase 4

Production, inspection, payment and shipment

Production readiness, certificates of analysis and pre-shipment inspection process

Falcon Defence

Falcon gives production-readiness notice and provides COAs

Notifies the Client when the goods are ready or approaching readiness and provides the applicable Certificates of Analysis (COAs) and available product/batch documentation.

Client action

The Client may appoint an independent third-party inspection company, subject to Falcon's prior coordination, site rules, confidentiality and applicable legal restrictions. All inspection costs are for the Client's account.

Result

Goods and documentation are available for agreed pre-shipment verification.

Inspection: Inspection must not delay shipment beyond the agreed readiness window. Scope, company, location, timing and access must be approved in advance. Controlled or supplier-restricted information will not be disclosed unless legally authorized.

Bill of lading, final invoice, vessel details and payment confirmation

Falcon Defence

Falcon sends shipping details, B/L and final invoice

Provides vessel or carrier details, estimated departure and arrival information, the Bill of Lading (B/L) when issued, and the final commercial invoice in accordance with the agreed payment terms.

Client action

Pay the balance due within the contractual deadline and send bank payment confirmation. Review shipping documents immediately and report any discrepancy.

Result

Falcon confirms that the documentary and payment conditions for shipment/release have been satisfied.

Payment and release: Title, risk transfer, document release and payment timing are governed exclusively by the signed Framework Agreement, Annex, invoice, agreed Incoterm and any applicable bank instrument.

Falcon Defence

Shipment

Dispatches or releases the goods in accordance with the agreed Incoterm, approved route, licences, transport requirements and shipping schedule.

Client action

Arrange any Client-side transport, insurance, customs, port, import-clearance, storage or receipt obligations allocated to the Client under the agreed Incoterm and Annex.

Result

Shipment is completed and the Client receives the contractual shipping and delivery documentation.

At a glance

Client responsibilities.

Stage	Client must provide or complete
RFQ	Product, quantity, schedule, destination and intended end use
Qualification	KYC, ownership information and valid military/import/procurement licences
Acceptance	Accepted SCO and signed FCO
Contracting	Signed Framework Agreement and transaction Annex
End-use control	Complete, authentic and authority-compliant EUC
Payment	Payments and confirmations according to the Proforma/Final Invoice and Annex
Import authorization	Valid destination-country import permit
Inspection	Optional inspector appointment and costs, coordinated in advance
Shipment/receipt	Client-side obligations under the agreed Incoterm, including import clearance where applicable

Document flow

Who issues what.

Issued by Client	Issued by Falcon Defence
RFQ	SCO
KYC and military/import/procurement licences	FCO
Accepted/signed SCO and FCO	Framework Agreement and EUC template
Signed Framework Agreement	Order Confirmation
Completed EUC	Proforma Invoice
Signed transaction Annex	Transaction Annex
Payment confirmation	Production-readiness notice and COAs
Import permit	B/L, final invoice, vessel/carrier and ETA details

Applicable throughout

Key conditions.

Falcon may suspend the process if documentation is incomplete, inconsistent, expired or cannot be independently verified.
The Client must immediately notify Falcon of any change to ownership, end user, end use, consignee, destination, route, payer, bank, import permit or licence status.
No re-export, retransfer, diversion or change of end user/end use is permitted without the required prior written governmental and contractual authorization.
Sanctions, export-control, anti-bribery, AML and end-use checks continue until the transaction is closed.
Dates are estimates until approvals, production readiness, transport booking and payment conditions are satisfied.
Where this guide differs from the signed Framework Agreement or Annex, the signed contractual documents prevail.

Start a transaction

Request for Quotation

Send your RFQ and qualification package to our commercial desk.

RFQ@falcon.com.ro

Compliance & KYC

Paula Corduneanu

Head of Compliance & KYC — for licensing, EUC and due-diligence queries.

compliance@falcon.com.ro