1. Define the business objective
Start with the result the company wants from Uganda. It may be testing demand, finding distributors, approaching institutional customers, supporting existing accounts or maintaining follow-up between business visits. Avoid using a broad instruction such as “find opportunities” without specifying products, target customers, territory and expected activity.
2. Separate representation from legal authority
Commercial representation does not automatically mean the representative can bind the company, sign contracts, receive money, make warranties or appoint sub-agents. The written mandate should list what the representative may communicate and which decisions require approval from the appointing company.
3. Specify territory, sectors and target accounts
Define whether the assignment covers Kampala, all of Uganda or a wider region. Identify priority sectors, customer types, excluded accounts and any existing relationships that should not be approached. Clear boundaries prevent duplicated outreach and commercial disputes.
4. Prepare credible sales and company information
Provide an accurate company profile, product or service descriptions, pricing approach, capacity, certifications, references and a named decision-maker. A representative cannot create trust if the appointing company is slow to answer basic commercial questions.
5. Agree the reporting system
Decide how prospects, meetings, responses and next actions will be recorded. A useful report should show who was contacted, why the organisation is relevant, the outcome, documents requested, obstacles and the next decision required from the appointing company.
6. Choose a fee structure that matches the work
A monthly retainer supports consistent research and follow-up. A fixed project works for a defined market test or distributor search. A success fee may reward a specific result, but the payment trigger must be precise and should not replace funding for the actual work required.
7. Include confidentiality and non-circumvention terms
The agreement should protect confidential commercial information and explain how introductions are recorded. Any non-circumvention provision should identify the parties, duration and circumstances clearly rather than relying on vague language.
8. Confirm compliance and specialist responsibilities
The company should obtain qualified advice on licensing, tax, registration, employment, product regulation and contracting where relevant. The representative may coordinate introductions to specialists, but should not be presented as providing regulated advice unless properly authorised.
9. Start with measurable milestones
An initial phase can test the working relationship: prepare the target list, complete selected outreach, organise a defined number of meetings and submit a market feedback report. The parties can then decide whether to extend the mandate.
Practical checklist
- Company and product profile
- Target customer and territory definition
- Authority and exclusion list
- Reporting schedule and responsible contacts
- Retainer, project fee or success-fee trigger
- Confidentiality and introduction-recording process
- Compliance and specialist-adviser responsibilities
- Termination and handover process