Coffee Importing Guide

Bridging Origin and Market

Coffee importers serve as the critical link between producing countries and the roasters who transform green beans into finished product. Understanding importing mechanics is valuable whether you plan to import directly or simply want to be a more informed buyer.

The Importer's Role

Traditional importers perform several functions:

• Sourcing: Traveling to origins, evaluating producers, cupping pre-shipment samples
• Contracting: Negotiating prices, terms, and delivery schedules
• Finance: Providing pre-financing to exporters (often 60-70% of contract value at shipment)
• Logistics: Arranging ocean freight, insurance, and customs clearance
• Warehousing: Maintaining climate-controlled storage at destination
• Quality control: Cupping arrivals against pre-shipment standards
• Distribution: Selling to roasters in quantities from single bags to full containers

Sourcing Models

Through Exporters

The most common model. Importers work with licensed exporters at origin who aggregate, mill, and ship coffee. The exporter handles in-country logistics, export paperwork, and phytosanitary certification.

Direct from Cooperatives

Some importers build direct relationships with cooperatives, bypassing traditional exporters. This can increase traceability and farmer returns but requires more origin-country infrastructure.

Spot vs. Forward

Spot buying means purchasing coffee already at destination, available for immediate delivery. Higher cost per pound but no minimum volume, no shipping risk, and immediate availability.

Forward contracting means committing to purchase coffee before it ships, typically 2-6 months in advance. Lower prices and guaranteed supply, but ties up capital and carries shipping risk.

Pricing and Contracts

Green coffee is typically priced as a differential to the New York C-market price (for Arabica) or London Robusta price:

FOB price = C-market futures + differential

For example: C-market at $1.85/lb + Colombian Supremo differential of +$0.20/lb = $2.05/lb FOB

FOB (Free On Board) means the exporter is responsible for costs until coffee is loaded onto the ship. The buyer (importer) pays ocean freight, insurance, and destination costs.

Specialty lots often trade at fixed prices outside the commodity system, negotiated directly between buyer and seller. These are typically higher and more stable than differential-based pricing.

Shipping Logistics

Container Types

• FCL (Full Container Load): 250-320 bags per 20-foot container (about 15-19 metric tons). Most cost-effective per pound.
• LCL (Less than Container Load): Shared container space. Higher per-pound cost but lower total commitment. Available through importers who consolidate.

Packaging

• Jute bags: Traditional, breathable, lowest cost. Risk of moisture absorption and taint.
• GrainPro / Ecotact bags: Hermetic plastic liners inside jute. Standard for specialty coffee. Extends freshness from 6 months to 12+ months.
• Vacuum-sealed: Highest protection but more expensive and less common for large lots.

Transit Times

Customs and Regulatory

In the United States:

• FDA registration: All food importers must register with the FDA
• Prior notice: FDA requires prior notification of food shipments
• Customs bond: Required for commercial imports exceeding $2,500
• Duty: Coffee enters the US duty-free (one of few agricultural products with zero tariff)
• Phytosanitary certificate: Required from origin country, confirming the coffee is pest-free
• USDA inspection: Random inspections at port of entry

Warehousing

Quality maintenance in storage is critical:

• Temperature: 60-70°F (15-21°C)
• Humidity: 50-60% relative humidity
• Light: Dark storage (UV degrades quality)
• Odors: Coffee absorbs odors easily; warehouses must be clean and free from chemicals

Well-stored green coffee maintains quality for 6-12 months (longer in GrainPro). Past-crop coffee loses brightness and develops woody or papery flavors.

For Roasters Considering Direct Import

Importing directly (bypassing traditional importers) can increase margins and traceability but requires:

• Minimum volumes (typically 1+ containers per origin)
• Trade finance capability
• Origin relationships and travel
• Customs brokerage knowledge
• Warehouse access or ownership
• Quality control expertise

Most small roasters find that working with good importers who share their values provides better value than the cost and complexity of direct importing.