Order the seed well ahead of the time you need it.

Suppliers may not have stock of seed of the taxon (species, subspecies, variety, population (provenance)) requested, or existing stock may not be sufficient if you are ordering large quantities. Allow for only short-term storage for taxa with recalcitrant seed. Many species flower and produce seeds at irregular intervals (not every year) and only in variable amounts. If the supplier knows of requirements in advance, then corresponding collections can be made. Consider the time interval needed to raise seedlings ready for field planting. Consider if microsymbiont inoculum for this taxon should be ordered. If yes, you should plan for this order also as early as possible.

Give the supplier full details on a taxon requested; indicate precisely which seed you need.

Indicate the population or provenance required if known. To select between available populations, ask the supplier to send documentation on the available populations of the species. Alternatively, ask the supplier to select a certain population or populations based on your needs. Give the supplier full details on the proposed planting site and the purpose of planting if you need assistance in selecting material in this guidelines. If a specific type of collection other than bulked seed is required (for example, single tree collections or collections from selected trees), ask the supplier if such material is available.

Give the supplier full details on the proposed planting site and the purpose of planting if you need assistance in selecting material.

1. Location (for example latitude, longitude, altitude).
2. Climate (for example mean annual rainfall, rainfall regime, length of the dry season, mean maximum temperature and humidity of hottest month, mean minimum temperature of coldest month, mean annual temperature and humidity, occurrence of frost and snow).
3. Soil (for example broad classification, approximate soil depth, texture, drainage, pH, salinity).
4. Has the taxon already been planted on the site? If yes, give details of the material already introduced if known (supplier/population/origin/provenance) and give an indication of its adaptability and performance.
5. Other species planted or growing at or around the site.
6. End uses
   What is the objective of the planting and what types of products or services are expected, for example timber, fuelwood, construction poles, fodder, food, gums, medicinal products, soil stabilization, watershed protection, shelterbelts, windbreaks?

Give the supplier practical details.

1. Correct address with all available details (street, town, country, fax, e-mail).
2. Information on most reliable shipping method and routing.
3. Quantity of seedlings or number of viable seeds required.
4. Proposed period of field sowing.
5. If storage facilities are available or not.

Request the supplier to send you the following information.

Confirmation that the taxon required is available. Confirmation that the quantity required is available. The date when the seeds will be ready for dispatch. Information on any special seed order or request form to be used. Price of the seeds, mode of payment and any advance payment required. For seed available free of charge, ask how you qualify to receive it. Biosafety issues - is information provided with the seed? Documentation on: collection site location, collection site description, collection method (including approximate number of sampled trees), date of collection. Information on any storage requirements and pretreatment needed.

Return the completed seed order or request form (if it is required) as soon as possible.

Repeat the details about your seed requirements. Ask for a phytosanitary certificate to be issued together with the seed. Make an advance payment if required.

After receiving seeds

1. Take all needed precautions to secure that you introduce the germplasm safely.
2. Acknowledge receipt.
3. Arrange for payment (if required).
4. Follow the instructions on seed storage and pretreatments, where applicable.
5. File and safeguard the documentation provided with the seeds and of the use and performance of the material. This information is essential for ordering additional seeds of a taxon, or for reporting trial results.
6. Keep the supplier informed on the performance of material and any problems encountered in seed germination, seedling establishment or with pests and diseases