{"id":26476,"date":"2026-09-16T10:38:12","date_gmt":"2026-09-16T03:38:12","guid":{"rendered":"https:\/\/coffiona.vn\/quy-trinh-xuat-khau-ca-phe-tu-viet-nam\/"},"modified":"2026-09-29T13:54:05","modified_gmt":"2026-09-29T06:54:05","slug":"quy-trinh-xuat-khau-ca-phe-tu-viet-nam","status":"publish","type":"page","link":"https:\/\/coffiona.vn\/en\/quy-trinh-xuat-khau-ca-phe-tu-viet-nam\/","title":{"rendered":"Coffee Export Process from Vietnam"},"content":{"rendered":"
\n

A shipment of coffee from a warehouse in the Central Highlands to a roaster on the other side of the globe typically takes six to ten weeks, and during that time, nearly a dozen tasks must be completed in the correct order. The coffee export process isn’t complicated, but a single misstep can lead to additional container demurrage costs, delayed payments, or lost customers. This article follows the correct timeline, from finding a customer to receiving payment and handling customer quality complaints.<\/p><\/blockquote>\n

1. What are the steps involved in the coffee export process?<\/h2>\n

Before diving into each step, grasp the overall map to understand where you are. The entire process is divided into three blocks. The commercial block includes finding clients, quoting prices, sending samples, negotiating, and signing contracts, which usually takes the most time with new clients, sometimes lasting several months. The operational block includes preparing goods, inspection, booking space on ships, loading containers, customs clearance, and customs processing, which happens rapidly within one to two weeks. The financial and after-sales block includes issuing documents, presenting them to banks or sending them directly to clients, tracking payments, and handling feedback after the goods arrive. The biggest losses usually occur not in the operational block but in the commercial block, because a vaguely worded contract clause will follow you throughout the rest of the process and only become apparent when it’s too late to fix.<\/p>\n

\"Coffee
Coffee Export Process from Vietnam<\/figcaption><\/figure>\n

2. Identify and Evaluate Import Customers<\/h3>\n

Common sources of potential customers include international trade fairs, business networking events, referrals from industry associations, Vietnamese trade missions abroad, and direct email contact to roasters. Once you have a contact, the first step isn’t to get a quote, but to verify their credentials. Request the full legal name, registered address, tax code, or business registration number of the country of origin, then check it on that country’s public business registration portal. Verify the contact’s website, professional social media profiles, and domain name history. For large orders, consider purchasing a business credit report or having your bank check through a partner bank. Warning signs to watch out for include customers rushing to sign, using free email services, requesting overly lenient payment terms on the first order, or suggesting a last-minute change of payment account.<\/p>\n

3. Quotation, Sample Submission, and Terms Negotiation<\/h3>\n

The next step is to send a price quote including information on quality grade, screen size, packaging specifications, port of departure, delivery time, and price validity. Coffee is a highly volatile commodity, subject to fluctuations in the London and New York exchanges, so the validity of a price quote is often only a few days, sometimes even hours during periods of market volatility. Simultaneously, send a sample of approximately three hundred grams to one kilogram via express delivery, clearly indicating the lot number, and retain a duplicate sample at the warehouse. Once the customer accepts the sample, both parties finalize the core terms: product description according to the grade designation, weight tolerance (usually around five percent), delivery time, Incoterms conditions, payment method, penalties for late delivery, and dispute resolution body. Avoid leaving the quality clause vague with phrases like “equivalent to sample”; specify the exact threshold and the name of a mutually recognized inspection organization.<\/p>\n

4. Select the Incoterms Conditions Appropriate for the Shipment<\/h3>\n

Incoterms determine who pays the freight, who buys the insurance, and at what point the risk transfers, but they do not determine ownership of the goods. The most commonly used version is Incoterms 2020 with eleven conditions. For green coffee exported in containers, the three most common options are FOB, CFR, and CIF. Under FOB, the seller delivers the goods onto the ship at a Vietnamese port and their responsibility ends there; this is the safest condition for new businesses because you don’t have to worry about sea freight and insurance. Under CFR, you pay additional freight to the destination port, while CIF covers both freight and insurance. Group D conditions such as DAP or DDP extend responsibility the furthest and should only be accepted if you have an established network of agents in the importing country. A technical note is that for containerized goods, FCA is inherently more suitable than FOB, although the coffee industry is still accustomed to using FOB.<\/p>\n

5. Agree on the Payment Method: T\/T or L\/C<\/h2>\n

Two methods account for the majority of coffee transactions: wire transfers and letters of credit. Wire transfers, abbreviated as T\/T, are simple and inexpensive, usually structured in two parts: the buyer makes a deposit of twenty to thirty percent upon signing the contract, and the remainder is paid upon receipt of a copy of the bill of lading. This method is fast but entirely dependent on the buyer’s goodwill. Letters of credit, abbreviated as L\/C, involve a bank as an intermediary guaranteeing payment upon submission of complete documentation. This is much safer but more expensive and requires absolutely precise documentation according to applicable international regulations. For new clients or unfamiliar markets, it is advisable to choose an irrevocable letter of credit payable on sight and request a reputable bank to issue it. When receiving a draft letter of credit, carefully read each condition and document before agreeing, as revisions after issuance are very time-consuming.<\/p>\n

6. Preparing Goods, Taking Samples, and Quality Control<\/h3>\n

Once the contract is in effect, the purchasing department begins gathering the goods according to the agreed-upon grade. The goods arriving at the warehouse need to be mixed thoroughly before taking representative samples, as samples taken from a few individual bags are almost certain to differ from the entire lot. The samples are then sent to a laboratory for analysis of moisture content, impurities, defect rate, sieve size, and, if necessary, pesticide residue and mycotoxins. If the contract stipulates independent inspection, invite an inspection organization to take samples and witness the packing process so that the certificate is valid for verification. While waiting for the results, prepare the packaging according to specifications, usually jute or PP bags of sixty kilograms, with moisture-proof liners if the journey is long. Allow at least five to seven days for this step instead of rushing to the day of cutting the container.<\/p>\n

7. Booking Ship and Loading Containers at the Warehouse<\/h3>\n

Contact the shipping line or freight forwarder to obtain the empty container release order, paying attention to three deadlines stated on the booking confirmation: the deadline for unloading the container at the port, the deadline for submitting the bill of lading details, and the deadline for declaring the total verified weight according to international maritime safety regulations. Missing any of these deadlines means the shipment will be lost. Empty containers must be thoroughly inspected upon arrival at the warehouse: they must be dry, undamaged, free of strange odors, and free of chemical traces, as coffee is a strong absorber of odors. A 20-foot container typically holds about 320 bags of 60-kilogram coffee beans, equivalent to approximately 19 tons of goods. Many shipments use full-container liners to transport bulk goods instead of bagged ones. Once loaded, seal the container, record the container number and seal number, photograph the entire process, and unload at least half a day before the deadline.<\/p>\n

8. Electronic Customs Declaration and Shipment Clearance<\/h3>\n

Export declarations are transmitted through the electronic customs clearance system using the company’s digital signature, along with information on HS code, value, delivery terms, container number, and seal number. Unroasted green coffee beans belong to HS code 0901, and the export tax is currently zero percent, but a full declaration is still required. After transmission, the system automatically categorizes shipments: green channel allows immediate clearance, yellow channel requires paper documents for inspection by customs officials, and red channel requires physical inspection of the goods. Simultaneously with the declaration, the company registers for plant quarantine so that the specialized agency can take samples and issue a certificate, and also submits an application for a certificate of origin through the electronic system. Practical experience shows that preparing the declaration documents before loading the goods and only filling in the container number and seal number at the last minute creates a buffer in case the system becomes overloaded.<\/p>\n

9. Deliver the Documents and Track the Cash Flow<\/h2>\n

After the ship sails, the shipping company issues the bill of lading, and you complete the documentation set including the commercial invoice, packing list, bill of lading, certificate of origin, phytosanitary certificate, and inspection certificate, if applicable. For payment by letter of credit, the documentation must be presented to the bank within the stipulated timeframe, usually twenty-one days from the date of shipment and no later than the letter of credit’s expiry date. Carefully check each detail against the letter of credit requirements before submission, as most documents are flagged for minor errors in spelling or dates. For bank transfer payments, send copies of the documents immediately to the customer for payment of the remaining balance, and only send the original bill of lading once the funds have been received. Simultaneously, monitor the ship’s schedule and inform the customer before the arrival date.<\/p>\n

10. Handling Complaints and Standardizing Coffee Export Procedures<\/h3>\n

Quality complaints often arise after goods arrive at the port, most commonly regarding high moisture content, impurities, or unusual odors. The principle of handling them is to remain calm and rely on evidence. First, request that the customer send images, inspection reports, and their analysis results, along with the lot number and container number to ensure they are referring to the correct shipment. Then, compare these with the control sample you keep in your warehouse and with the inspection certificate from the port of departure. If the two results differ, request a re-inspection by an independent organization that is acceptable to both parties and shares the cost. Many disputes can be resolved through price negotiation instead of returning the goods, which is costly for both sides. After each shipment, record the cause and update it in your internal procedures; a continuously updated checklist is what helps you achieve stable exports in the long term.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

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