Compliance & Traceability

Documentation Travels With the Material

An oud is not only a scent decision. It is a material you have to register, import and account for. Aquiroma supplies the file alongside the oil, so it is ready for your dossier the day it arrives.

Origin

Species, region and distillation are recorded for every batch. You know what you are working with before the order is placed.

In agarwood this is harder than it sounds. Oud passes through many hands between the tree and the bottle, and the story attached to it usually improves along the way. Region gets vaguer. Species becomes whatever sells best that season. Wild and cultivated blur into each other.

We record the batch at the point of distillation instead of reconstructing it afterwards. We know the growers and we know the stills, because we have worked with the same people for years. Where a batch cannot be placed with confidence, we do not offer it.

This gives you two things. A species name that will hold up when someone asks, and a claim you can put in front of a client without worrying about what sits behind it.

Wild and Cultivated

We say which one it is. Every time.

Most of what moves in this trade today is cultivated, and there is nothing wrong with that. Cultivated material has given the industry consistency it never had before, and some of the best oils we sell come from managed plantations. The problem is not cultivation. The problem is suppliers who let a buyer assume wild because it sounds better.

We describe the material as it is, on the listing and on the invoice. If you need wild origin for a specific brief, tell us and we will tell you honestly whether we can serve it.

CITES Permits

Aquilaria sits under CITES Appendix II. Every shipment moves on valid permits with the full documentation your import team needs.

The listing covers the resin and its derivatives, so an oil is as much a CITES specimen as a chip is. Small personal quantities are treated differently, but anything commercial needs permits, and a shipment that arrives without them is a problem that gets solved slowly.

Europe adds a further step. Aquilaria falls in Annex B of Council Regulation (EC) No 338/97, and Annex B requires an import permit as well as the export permit from the country of origin. This catches out buyers who are used to importing into the Gulf or Asia, where the export permit alone is normally enough.

We handle this before the material moves, and the paperwork travels with the consignment rather than following it by email a week later.

Regulatory Documentation

Every shipment is accompanied by the documentation required by the relevant regulatory authorities, prepared for direct entry into your compliance file.

In practice that means the safety data sheet, the certificate of analysis and the allergen and IFRA related information your formulator and your regulatory team will ask for. It is prepared in the format they expect, so nothing has to be chased or rebuilt.

This matters more each year. The European allergen list expanded from 26 substances to 82 under Regulation (EU) 2023/1545, with the first deadline already passed on 31 July 2026. A formula that has not changed in years can fall into a new declaration duty simply because the reference list grew around it. That is only manageable if your supplier can tell you what is actually in the oil.

What Arrives With Your Order

So there is no guesswork, this is the file that comes with a commercial order.

Commercial invoice with the species named. Batch reference tied to the distillation record. CITES documentation for the consignment. Safety data sheet. Certificate of analysis. GC-MS report on request, for the batch you are buying rather than an older one.

If your compliance team needs something that is not on this list, ask before you order. We would rather prepare it in advance than send it three weeks later.

Samples and Evaluation

Nobody commits to an agarwood oil from a description. Evaluation comes first.

Send us the brief, or simply the direction you are working in, and we will select against it rather than sending whatever is nearest to hand. Samples ship from Lisbon, so a European bench receives them in days rather than waiting on an import. Documentation goes out with the sample, not after you decide, because your regulatory team usually needs to see the file before your perfumer is allowed to spend time on the material.

If the oil works and you want to scale, we will tell you honestly what volume is available and at what price before you build it into anything.

Continuity of Supply

Some batches can be repeated. Some cannot. We tell you which before you commit.

Agarwood is a natural material shaped by tree, region, infection and still. Two distillations of the same species from the same area are related but not identical. Any supplier who promises perfect consistency across years is either blending heavily or not being straight with you.

Where a batch is repeatable, we hold reserve stock so a house can move from sample to production without the material disappearing underneath it. Where it is a one time distillation, we say so at the sample stage, so it goes into a limited release rather than a core formula.

Shipped from the EU

Stock is held in Lisbon and dispatched inside the EU, which keeps customs simple for European buyers.

The material has already cleared import before you order it. Your purchase is a movement inside the EU, so you are not filing an import permit, not waiting on a management authority, and not watching a shipment sit at a border while someone looks for a document.

The real benefit is speed. Evaluation samples that would take weeks by the import route reach a European lab in days, which means a brief can move forward while the client is still interested.

Compliance Questions

If your regulatory team has a question about a specific material, write to us directly and we will answer it in writing.

info@aquiroma.com
+351 913 610 064
Aquiroma Lda,
Travessa do Fala-Só, 13b, 1250-109 Lisboa Portugal