Importing Coffee to the USA: Buyer Checklist

Describe the offered product precisely, including its composition and processing:

• Green coffee beans: origin, processing, grading and the sample required for your roast trials.
• Roasted whole beans: blend or variety, roast, pack size and intended brewing use.
• Ground coffee: the grind and recipe your customers will use.
• Black instant coffee: the actual ingredient list and preparation instructions.
• Coffee mixes: all ingredients, including milk ingredients, flavourings and sweeteners where present.
• Ready-to-drink coffee: formulation, processing and documented storage conditions.

Record the retail pack, case quantity, producer and origin. Use this same description in the quotation, label review and shipment paperwork.

Build the import plan around the responsibilities of each authority:

Customs classification and entry. Work with your US customs team on the product code, value, origin and applicable charges. Check the current US Harmonized Tariff Schedule and current origin-specific measures; do not budget on a blanket assumption that all coffee enters duty-free.

Food-import requirements. FDA’s importing-human-foods guidance covers prior notice, applicable facility registration and label requirements. FDA does not approve individual foods or importers before importation. Identify the responsible facilities and people rather than asking for a generic “FDA-approved coffee” certificate.

Plant and ingredient conditions. Check APHIS’s plant-import guidance and ACIR tool for the exact commodity, processing and origin. Traveller guidance is not a substitute for a commercial shipment check.

Ask the supplier for evidence that matches the product you will order:

• The producer and relevant facility details for the importing team’s registration checks.
• The complete formulation, allergen information and proposed English-language label.
• A sample, product specification, lot identification and shelf-life/storage information for finished packs.
• A draft commercial invoice, packing list and any origin or other documents required for the shipment.

Agree which information will be available before dispatch and who approves it. A certificate for another SKU or production site does not establish the status of your order. Use our supplier-selection questions to organise the discussion.

Review the actual US sales label before packaging is printed or the order is shipped. FDA’s food-labelling resources provide the applicable rules. Have the label reviewer check:

• The product’s statement of identity.
• The net quantity declaration and units.
• The ingredient declaration where required for the actual formulation.
• Major food allergens where present, including those in coffee mixes.
• Whether Nutrition Facts are required or a specific exemption applies.
• The responsible business name and address.
• The applicable country-of-origin marking requirements with the customs team.

Do not copy the label decision for plain coffee to a mix or ready-to-drink product. Keep the approved artwork version with the product specification.

Choose the buying and importing arrangement before requesting a final freight quote:

• Direct purchase: agree the Incoterms® rule, named place and version, and specify who arranges transport, insurance and customs entry.
• Local distribution: verify what stock is actually held in the USA and which products, quantities and delivery terms are available.
• Third-party services: state the broker, importer-of-record and food-import roles explicitly; buying a service does not make the roles interchangeable.

Identify the FSVP importer and applicable programme requirements. FDA generally defines that importer as the US owner or consignee at entry, with a designated US representative where there is no US owner or consignee. Review any applicable exemptions or modified requirements for the actual business and food. Agree who will provide the necessary entry information.

If you intend to sell the coffee as organic, plan that supply chain separately. USDA’s organic trade guidance explains the recognised routes and certification requirements. Imported organic shipments must be associated with a valid electronic NOP Import Certificate; confirm the certificate and participating operations with the certifier before dispatch.

For any additional claim, request evidence covering the offered product and the claim you will use. Organic, Fairtrade, halal or kosher documentation should be checked individually when relevant to the order. None of these replaces the ordinary food-import and label checks.

Give the customs broker a complete shipment brief: product formulation, origin, manufacturer, quantities, packaging, value, shipping terms and expected route. Agree who files the customs entry and prior notice, what information is needed from the FSVP importer and how any questions from FDA or customs will be handled.

• Confirm the classification and all applicable charges for the shipment.
• Match the product descriptions and quantities across the invoice, packing list and transport documents.
• Arrange contact people for document corrections or inspections.
• Budget for freight, brokerage, storage and any inspection or testing costs separately.

A broker’s quote should identify the services included and the responsibilities that remain with your business.

Test the product with the channel you plan to serve before committing to repeat quantities:

• Prepare and assess samples using the agreed instructions and specification.
• Approve the SKU list, retail pack, case quantities and final label artwork.
• Check the remaining shelf life, lot references and available supply documents.
• Confirm the quote, import responsibilities and warehouse plan before release.

Keep the sample decision and order details together. A smaller commercial trial still needs its own applicable import checks.

For MR.VIET branded coffee, start with the current coffee catalogue and the formats your customers can use. Tell the team your destination, sales channel, proposed SKUs, quantity and sample requirements.

Discuss the product list and supply documents with the wholesale team. Review the offered formulation, label and documents with your US importing team before placing the order.