The first step? Choose the country you’ll be importing from - it makes a big difference in flavor, pricing, and how complex shipping will be. While coffee is grown all over the world, the top exporters include Brazil, Vietnam, Colombia, Ethiopia, and Indonesia. Each region brings its own unique taste and processing style to the table.

Curious about Vietnamese coffee? Known for its bold flavor and great value, it’s a smart option for many importers. Our guide "Exploring Vietnamese Coffee Varieties: Robusta, Arabica, and Specialty Beans" breaks down the different types and what you can expect in the cup.

A Few Lessons from the Field:

• Start Small: Avoid diving in with a full container. Begin with test batches to check both quality and supplier performance.
• Sample First: Always request samples and roast/brew them yourself before placing an order — it’s the best way to ensure you’re happy with what you’re getting.

Your supplier choice can make or break your import journey. It impacts everything - from bean quality and pricing to how smooth (or stressful) the process is. Take your time to research: browse online directories, attend industry events like the SCA Expo or World of Coffee, and check feedback from experienced importers.

What to Look for in a Reliable Supplier:

• Clear, transparent origin details
• Current certifications (like Organic, Fair Trade, or Rainforest Alliance)
• Low minimum order quantities - ideal if you’re just starting out
• Prompt, honest communication

Want a curated list of trusted exporters? Don’t miss our guide "Top Coffee Supply Companies: A Global Overview for Importers of Retail-Ready Brands". It’s packed with insights to help you find the right fit.

Every country has its own import rules, and overlooking them can lead to expensive delays or, worse, shipments that get rejected or destroyed at the border.

Here are some key things to keep in mind:

• Importer Registration: Most countries require you to be a registered business with an import license. In the U.S., you’ll need an EIN (Employer Identification Number), while importers in the UK must have an EORI (Economic Operators Registration and Identification) number.
• Food Safety Rules: In the U.S., all food imports - including coffee - must be registered with the FDA and may be inspected. The EU and other regions also have their own food safety regulations, so always check what applies to your destination market.
• Customs Codes: Coffee is typically classified under HS Code 0901. Be sure to identify the right subcategory - whether it’s green beans, roasted, decaffeinated, etc.
• Required Documents: You’ll need a stack of paperwork, including commercial invoices, packing lists, Certificates of Origin, phytosanitary certificates (if applicable), and shipping documents like a Bill of Lading or Air Waybill.

Pro Tip: Partner with a skilled customs broker - especially when you're starting out. They can help you navigate the maze of regulations and save you from costly mistakes.

Shipping isn’t just logistics - it’s part science, part strategy. One of your first big decisions will be choosing between air freight and sea freight.

• Air freight is fast but comes at a premium.
• Sea freight is more affordable, but it takes longer and can pose freshness risks, especially over long distances.

Choosing Your Container Type:

• FCL (Full Container Load): Best for large orders - lower cost per kilo and fewer handling risks.
• LCL (Less than Container Load): Ideal for smaller shipments, but your goods will share space with others, which can increase the chance of delays or minor damage.

Understand Incoterms:

These international terms spell out who’s responsible - and who pays - at each stage of the shipping process. For first-time importers, CIF (Cost, Insurance, and Freight) is often the easiest route, as your supplier manages more of the process and documentation.

Pro Tip:

Always insure your shipment. Coffee is delicate - moisture, heat, or rough handling can affect quality. Insurance gives you peace of mind in case something goes wrong at sea or in port.

Once your shipment touches down at the local port or airport, it’s time for customs clearance. You’ll need to submit all required documents and pay any import duties - which can vary depending on the country and the type of coffee. If it’s your first shipment, prepare for possible inspection.

Common Pitfalls to Avoid:

• Missing paperwork that holds up your shipment
• Incorrect customs codes or declared values that can trigger fines
• Quality issues like mold, moisture, or pests that get flagged during inspection

Smart Tip:

Work closely with your customs broker, respond quickly to any requests, and keep digital backups of every document - just in case something goes missing.

Once your coffee clears customs, how you store it plays a big role in preserving its quality.

• Green beans should be kept in a cool, dry, and dark environment with stable humidity to avoid spoilage.
• Roasted beans need to be stored in airtight containers to prevent staling and loss of aroma.

If you're selling wholesale or supplying cafés, invest in proper packaging - valved specialty coffee bags are the industry standard for maintaining freshness.

Importing for your own roastery? Be sure to sample and log each batch so you can track quality and consistency.

For more in-depth tips, check out our guide "Coffee Supply Chain Best Practices: Ensuring Consistency and Quality".

Do I need special certifications to import coffee?

Not usually. However, food safety registration is often required, depending on your country. If you plan to market your coffee as organic, Fair Trade, or with other ethical labels, you’ll need to obtain the proper certifications.

Can small businesses import coffee?

Absolutely! Many successful specialty importers started small. Start with modest quantities and work with suppliers who offer flexible minimum order sizes.

What’s the biggest mistake new importers make?

Skipping due diligence. Failing to research legal requirements or thoroughly vet suppliers can lead to costly setbacks. Another common pitfall? Overlooking hidden costs - like insurance, warehousing, and customs charges - that eat into your margins.

Is there a “best” country to import from?

It really depends on your goals. Each origin has its own strengths:

• Vietnam: Great value with consistent quality
• Colombia: Smooth, sweet Arabica
• Ethiopia: Bright, fruity, and floral profiles
• Brazil, Indonesia, and others also offer unique options depending on your desired flavor and price point.

Rushing the Process: Skipping steps like sampling or reviewing paperwork might seem like a time-saver - until a shipment goes missing or gets held up. The time you “save” now can cost you much more later.

Overlooking Local Regulations: Customs isn’t forgiving. Always double-check your country’s rules on food imports, taxes, and what coffee types are allowed. One oversight can stall your shipment or lead to hefty fines.

Skipping Insurance: Until your shipment is in your hands, it’s vulnerable. Without insurance, one damaged container could mean a major financial hit - or worse, the end of your business.

Importing coffee isn’t without its hurdles - but if you take a patient, detail-oriented approach, it can be incredibly rewarding. Start with a clear plan, build relationships with trusted suppliers, and make sure you fully understand your country’s import requirements.

Don’t be afraid to ask questions, dig into the regulations, and lean on the expertise of customs brokers and logistics partners. With the right foundation, you’ll be well-equipped to bring exceptional coffee - Vietnamese or otherwise - straight to your customers' cups.

Thinking of importing retail-ready coffee?

Partnering with an experienced supplier makes all the difference. At MR.VIET, we offer export-ready Vietnamese products and support our partners every step of the way - from documentation to logistics - so you can stay focused on growing your business without surprises at the border.