How to Import Coffee to Poland: Essential Step-by-Step Guide for New and Experienced Importers

Learn the process of importing coffee to Poland. Discover regulations, paperwork, customs, EU food safety, and tips for finding the best coffee suppliers worldwide.

Coffee consumption in Poland is booming, with a market that increasingly appreciates both classic coffee blends and unique specialty origins. If you want to ride the coffee wave and import beans into Poland - whether you’re a café entrepreneur, a roaster, or a wholesaler - it pays to know the precise steps, regulations, and industry best practices.

This guide will demystify how to import coffee to Poland so you can handle everything from sourcing and EU rules to paperwork, delivery, and ongoing compliance.

1. Know the Basics: Coffee Importing and EU Membership

Poland, as a member of the European Union, follows EU-wide food safety, labeling, and customs requirements. This simplifies things if you’ve worked elsewhere in Europe, but can be a hurdle if you’re new. Goods move freely within the EU, but importing from outside (e.g. Vietnam, Brazil, Ethiopia, Colombia) means full customs and documentation.

2. Register Your Business and Get an EORI Number

You need to be properly registered:

Business Registration: Register as a company or sole trader with Polish tax authorities.
EORI Number: Apply for an Economic Operators Registration and Identification (EORI) number. It’s essential for all customs operations with non-EU countries. (How to get an EORI in Poland)

3. Find Reliable Coffee Suppliers

Partner only with trustworthy suppliers who understand EU import procedures. This step will make or break your importing venture.

Consider origin: Poland imports from Vietnam, Brazil, Colombia, and Ethiopia. Vietnam is a significant source of both robusta and specialty arabica (see our guide).
Request product samples, coffee analysis certificates, and clear contracts.
Negotiate Incoterms (like FOB, CFR, CIF), spelling out who handles shipment and insurance at each step.

For reputable starter options and the latest trends, read Top Coffee Supply Companies: A Global Overview for Importers of Retail-Ready Brands.

4. Understand Polish & EU Coffee Import Regulations

Coffee imports are governed by EU food law - so Poland applies:

General Food Law Regulation (EC) No. 178/2002: Enforces food safety principles.
Regulation (EU) No. 852/2004: Hygiene of foodstuffs.
Regulation (EU) No. 1169/2011: Food labeling.

All food imports are subject to possible health controls, including checks for contaminants, pesticides, and labeling accuracy. For green (unroasted) beans, phytosanitary certificates are required.

5. Arrange Shipping, Documentation, and Logistics

Plan your logistics with great care:

Shipping Mode

Most coffee arrives by sea in containers.
Smaller quantities can go by air.

Key Documents

Commercial Invoice: Value and details of shipment.
Packing List: Detailed contents.
Bill of Lading/Airway Bill: Proof of shipment and receipt.
Phytosanitary Certificate: For green coffee beans.
Certificate of Origin: Sometimes needed for preferential tariffs.
EUR.1 Movement Certificate: When eligible for lower or zero EU customs duty.

Customs Broker
Hiring a professional customs broker can simplify clearance, help with tariff codes (HS code: 0901), and manage formalities.

6. Polish Food Safety, Labeling, and Quality Compliance

Labeling Rules:

Polish and/or other EU official languages on packaging.
Indicate country of origin.
Full ingredient list for blends.
Include traceability codes for food safety tracking.

If coffee is flavored or processed, additional declarations may be required. Ready-to-drink or instant products might face further checks.

Quality: Random cargo inspections (Sanepid: Polish State Sanitation Inspectorate) might verify compliance, pesticide residues, or mycotoxins.

7. Customs Duties, Taxes, and Tariffs

Import Duties:

Green coffee beans are usually duty-free within EU customs, unless special taxes apply.
Roasted and instant coffees may have small duties - check with your customs broker.

VAT:

Polish VAT (currently 23%) applies at import, but registered VAT payers can recoup it.

Excise Tax:

Coffee is not subject to Polish excise taxes.

8. Customs Clearance and Delivery

When your shipment arrives at the Polish port (often Gdańsk, Gdynia, or Szczecin):

Submit the complete import declaration with all documents.
Be ready for possible samples/testing.
After customs clearance and VAT payment, collect or arrange delivery to your warehouse or café.
Keep records for at least three years (required for audits).

Best Practices for Success

Build strong supplier and logistics relationships - they’re the backbone of every smooth import.
Keep up with EU food safety alerts (RASFF Portal) for any changing rules.
Secure cargo insurance: Don’t take risks with sea freight - review our What Is Cargo Insurance? article for details.
Regularly sample and test your coffee; quality shifts can happen batch-to-batch.

Final Thoughts

Poland’s dynamic coffee scene rewards agility, transparency, and dedication to quality. By following these steps, you’ll be well-positioned to import coffee beans and products safely, legally, and profitably. The learning curve isn’t as steep as it may feel at first. The real challenge (and fun!) comes in building your brand and community around great coffee.

Ready to take your first step? Find out more about popular origins in Exploring Vietnamese Coffee Varieties: Robusta, Arabica, and Specialty Beans.