Define the coffee
- Species: arabica or robusta.
- Origin, region and, where relevant, altitude and variety.
- Processing: washed, natural or honey.
- Crop year and grade.
Grading and physical checks
- Screen size and defect count according to the grading system used for that origin.
- Moisture content, usually expected in a defined range to keep the coffee stable.
- Water activity and smell; signs of fermentation or mould.
Samples and cupping
Pre-shipment samples are standard: you cup them and approve them before the lot ships, and an arrival sample confirms it matches. Agree that the approved sample is the reference for the contract.
Packaging and storage
- Jute or sisal bags, often with a hermetic inner liner to protect quality.
- Containers loaded with bags or in bulk.
- Storage in a cool, dry warehouse after arrival.
Rules and documents
Imports into the EU must meet food safety rules, including limits on contaminants such as ochratoxin A. The EU Deforestation Regulation also covers coffee; check its application dates and the due-diligence information it requires. Typical documents: commercial invoice, packing list, bill of lading, certificate of origin and phytosanitary documents if required.
Spot or forward contracts
Green coffee can be bought from stock already in a European warehouse (spot), or on a forward contract for shipment from origin later. Spot coffee is faster and lets you cup the actual lot; forward contracts can secure a specific coffee in advance. Both should state the quality, quantity, price basis and delivery terms in writing.
Cupping notes and consistency
Many roasters record cupping scores and flavour notes for each lot they approve. Keeping these records, and the approved sample, helps you judge arrival samples and choose replacement coffees when a lot runs out.
Roasting and blending needs
If you blend, tell suppliers what role each coffee plays: a base for body, a component for acidity, or a single origin for filter. Matching coffees to a role makes it easier to find replacements across harvests.
Origin documents and traceability
Traceability information such as producer, cooperative or washing station, region and lot number helps you tell the coffee’s story and supports compliance. Ask what information the supplier can provide for each lot, and keep it with your purchase records.
Arrival checks
When the coffee arrives, check the bags for damage and moisture, take an arrival sample and cup it against the approved pre-shipment sample. Record moisture and any defects. If the coffee does not match, raise it promptly with the documents and samples you kept.
Comparing offers
Compare coffees on the same basis: origin and grade, processing, crop year, cup quality from your own cupping, packaging and the delivery point. A price for coffee in a European warehouse is not directly comparable with one for shipment from origin.
Common mistakes to avoid
- Approving a lot without an approved pre-shipment sample.
- Ignoring moisture and packaging, which affect how the coffee ages.
- Overlooking EU documentation requirements for coffee.
- Comparing prices with different Incoterms or delivery points.
Checklist before you order
- Origin, processing, grade and crop year specified.
- Pre-shipment sample approved and kept as reference.
- Moisture and defect limits agreed.
- Bag type and liner confirmed.
- EU compliance information and documents planned.
- Incoterm, payment terms and arrival sample in writing.
How Kestrade helps
We look for producers, exporters and importers that can supply your profile and volume, arrange samples, check documents and present one offer with Incoterm, lead time and payment terms.