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πŸ“¦ Coffee Export Process

A complete walkthrough β€” from your first inquiry to the container arriving at your warehouse. Each step expands to show exactly what both sides need to do, how long it takes, and what it costs.

⏱️ 4–12 Weeks Total
πŸ“‹ 6 Major Steps
πŸ’° $5K–15K Est. for 20ft Container
1 πŸ“‹ Sample Request & Evaluation ⏱️ 3–7 days ✈️ Buyer Pays Airfreight β–Ύ

You tell us what you're looking for β€” origin, processing method, screen size, volume. We ship samples to your door so you can cup, test, and confirm quality before any commitment.

🏭 Exporter (SuongDaLat) TODOs

  • πŸ“§ Respond to inquiry within 24 hours with product suggestions matching your specs
  • πŸ“¦ Prepare 200g–500g representative samples from current inventory
  • πŸ“„ Include spec sheets: moisture, screen size, defect count, cup score
  • ✈️ Ship samples via DHL/FedEx (3–5 business days worldwide)
  • πŸ“ž Schedule a call to discuss your sourcing needs and answer questions

🏒 Importer (Buyer) TODOs

  • πŸ“ Fill out the inquiry form with your target specs and volume
  • β˜• Cup and evaluate samples upon arrival (roast, grind, brew, taste)
  • πŸ“Š Compare against your quality benchmarks (moisture, density, defects)
  • βœ… Confirm which product(s) you'd like to move forward with
  • πŸ“‹ Prepare your import license / FDA registration (if not already done)
⏱️ 3–7 days β€” sample prep (1 day), shipping (3–5 days), cupping (1–2 days)
πŸ’° Cost: Airfreight borne by buyer β€” samples are free; DHL/FedEx shipping (~$30–80) paid by the buyer
2 ✍️ Contract & Deposit ⏱️ 2–3 days πŸ’° 70% Deposit β–Ύ

Once you've selected your coffee, we draft a sales contract with all terms: quantity, price, delivery window (FOB or DDP), payment schedule, and quality specs. You sign and wire the 70% deposit via T/T (telegraphic transfer).

🏭 Exporter TODOs

  • πŸ“„ Draft the Sales & Purchase Agreement (SPA) with Incoterms, specs, timeline
  • πŸ“‘ Issue the Proforma Invoice (PI) for the deposit amount
  • 🏦 Provide bank details for T/T wire transfer
  • πŸ”’ Reserve your contracted volume in inventory (lock the lot)
  • πŸ“… Confirm the production schedule and shipping window

🏒 Importer TODOs

  • πŸ“– Review the contract β€” check Incoterms, specs, timeline, payment terms
  • ✍️ Sign the agreement and return it
  • 🏦 Initiate the 70% T/T deposit from your bank
  • πŸ“§ Send the SWIFT confirmation / payment receipt to SuongDaLat
  • πŸ“‹ Confirm your shipping address, customs broker, and any special requirements
⏱️ 2–3 days β€” contract drafting (1 day), review & signing (1 day), wire transfer clearance (1–2 days)
πŸ’° Cost: 70% of contract value β€” e.g., ~$3,500–10,500 for a 20ft container
3 🏭 Production & Quality Control ⏱️ 7–14 days πŸ’° Incl. in Price β–Ύ

This is where your coffee is processed to spec. Our team runs milling, grading, density sorting, color sorting, and hand-picking. Every lot undergoes in-house QC and, if requested, third-party lab testing before it leaves the facility.

🏭 Exporter TODOs

  • 🫘 Pull the reserved green bean lot from climate-controlled storage
  • βš™οΈ Process to spec: hulling, polishing, screen grading (S13–S18), density sorting
  • πŸ”¬ In-house QC: moisture meter, water activity, defect count, roast sample cupping
  • πŸ§ͺ Optional third-party lab testing: aflatoxin, ochratoxin, pesticide residue, caffeine
  • πŸ‘€ Hand-pick on conveyor belts to catch any remaining defects
  • πŸ«™ Pull a pre-shipment sample (PSS) β€” we'll ship it to you for final approval
  • πŸͺ‘ Sew and label bags per your branding requirements

🏒 Importer TODOs

  • πŸ“‹ Confirm any special processing requests (e.g., triple-pick, specific screen cut)
  • πŸ§ͺ Request lab tests if needed (specify which tests and acceptable thresholds)
  • πŸ“¦ Approve the pre-shipment sample (PSS) β€” or request adjustments
  • 🏷️ Provide bag labeling artwork (if custom branding is part of the deal)
  • πŸ“ž Stay available for WhatsApp updates and quick decisions
⏱️ 7–14 days β€” processing (3–7 days), QC & lab tests (2–5 days), PSS approval (2–3 days including shipping)
πŸ’° Cost: Included in the FOB contract price. Optional lab tests: ~$150–300 per test panel
4 πŸ“„ Documentation & Customs Clearance ⏱️ 7–14 days πŸ’° ~$200–500 β–Ύ

We prepare the full export documentation package. Vietnamese customs clears the goods for export. Depending on your Incoterms, we either hand over at the port (FOB) or manage everything through to your door (DDP).

🏭 Exporter TODOs

  • πŸ“‘ Prepare the full document set:
    • πŸ“‹ Bill of Lading (B/L) β€” issued by the shipping line
    • 🧾 Commercial Invoice β€” with HS code, unit price, total value
    • πŸ“¦ Packing List β€” bag count, weight, volume, container seal number
    • 🏷️ Certificate of Origin (C/O) β€” Form VN (Vietnam origin)
    • 🌱 Phytosanitary Certificate β€” issued by Vietnam's Plant Protection Dept.
    • πŸ”¬ Lab test reports β€” if requested (aflatoxin, pesticides, etc.)
    • πŸ“‹ Fumigation Certificate β€” if required by destination country
  • πŸ›ƒ File export customs declaration with Vietnam Customs (VNACCS system)
  • πŸš› Arrange inland trucking from our facility to the port (Ho Chi Minh: Cat Lai / Cai Mep)
  • πŸ“§ Email the full document scan set to you before the vessel departs

🏒 Importer TODOs

  • πŸ“‹ Review the document scans and flag any discrepancies immediately
  • πŸ›ƒ Prepare your import customs entry (or brief your customs broker)
  • πŸ“„ Ensure you have:
    • Valid import license / FDA registration for your market
    • Your HS classification confirmed with your customs broker
    • Any destination-country phytosanitary import permits ready
  • 🏒 If DDP: provide your customs broker's contact and your tax ID
  • πŸ“ž Coordinate with your freight forwarder for arrival handling
⏱️ 7–14 days β€” document prep (2–3 days), phytosanitary inspection (3–5 days), customs clearance (2–3 days), port delivery (1 day)
πŸ’° Cost: ~$200–500 β€” covers phytosanitary cert, C/O, customs agent fees, fumigation (if needed)
5 🚒 Shipping & Logistics ⏱️ 4–12 weeks πŸ’° $1,200–4,000 β–Ύ

Your container is loaded onto a vessel at Ho Chi Minh City's port. Transit time depends on your destination. We track the vessel and keep you updated. The original documents are couriered to you (or released via Telex/Surrendered B/L).

🌍 Destination⏱️ Transit TimeπŸ’° Est. Freight (20ft)
πŸ‡ΈπŸ‡¬ Singapore / πŸ‡²πŸ‡Ύ Malaysia3–5 days$400–700
πŸ‡°πŸ‡· South Korea / πŸ‡―πŸ‡΅ Japan5–8 days$600–1,000
πŸ‡¦πŸ‡Ί Australia / πŸ‡³πŸ‡Ώ New Zealand10–14 days$1,200–2,000
πŸ‡ͺπŸ‡Ί Europe (Rotterdam / Hamburg)18–24 days$1,500–2,800
πŸ‡ΊπŸ‡Έ USA West Coast (LA / Long Beach)16–20 days$1,500–2,500
πŸ‡ΊπŸ‡Έ USA East Coast (NY / Savannah)22–28 days$2,000–3,500
πŸ‡¦πŸ‡ͺ Middle East (Jebel Ali)12–16 days$1,000–1,800

🏭 Exporter TODOs

  • πŸ“¦ Book the container with the shipping line (confirm sailing date, vessel name)
  • πŸš› Coordinate container loading at port (stuffing, weighing, sealing)
  • πŸ“Έ Send photos of the loaded container, seal number, and stuffed bags
  • πŸ“‹ Surrender the B/L (Telex release) or courier original documents to you
  • πŸ›°οΈ Share vessel tracking link and provide weekly ETA updates
  • πŸ“§ Send the final document package (scanned + couriered originals)

🏒 Importer TODOs

  • πŸ“‹ Confirm your freight forwarder's details at the destination port
  • πŸ“„ File ISF (Importer Security Filing) if importing to the USA β€” at least 24h before vessel departure
  • πŸ›ƒ Prepare import duty & tax calculations for your market
  • πŸš› Arrange inland trucking from the destination port to your warehouse
  • πŸ“ž Track the vessel ETA and coordinate with your warehouse team
⏱️ 4–12 weeks β€” transit time varies by destination (see table above); Asia-Pacific is faster, Europe/US East Coast takes longest
πŸ’° Cost: $400–3,500 ocean freight + ~$200–500 destination port handling + customs broker fees + import duties (varies by country)
6 βœ… Final Delivery & Payment ⏱️ 2–5 days πŸ’° 30% Balance β–Ύ

Goods are loaded onto the vessel at Ho Chi Minh City port. Once onboard (FOB point), you wire the remaining 30% balance. This is standard FOB-compatible practice β€” risk and payment transfer at ship's rail.

🏭 Exporter TODOs

  • πŸ“§ Send the arrival notice and final document package (if not already sent)
  • πŸ“ž Stay on standby for any customs queries at the destination
  • 🧾 Issue the final commercial invoice for the 30% balance upon boarding confirmation
  • βœ… Confirm receipt of payment and close out the contract
  • 🀝 Schedule a follow-up call β€” discuss the next order, feedback, and long-term partnership

🏒 Importer TODOs

  • πŸ›ƒ Clear customs with the document package (B/L, invoice, packing list, C/O, phyto)
  • πŸ’° Pay any import duties and taxes to your customs authority
  • πŸš› Arrange final-mile trucking from port to your warehouse
  • πŸ” Inspect the goods upon arrival β€” check bag count, condition, take samples
  • β˜• Cup the arrival sample β€” confirm quality matches the PSS
  • 🏦 Wire the final 30% balance via T/T once goods are onboard (against copy of B/L)
  • πŸ“§ Send the SWIFT confirmation to SuongDaLat
⏱️ 2–5 days β€” customs clearance (1–2 days), trucking (1 day), inspection (1 day), payment (1 day)
πŸ’° Cost: 30% of contract value β€” e.g., ~$1,500–4,500 for a 20ft container, plus import duties (~0–15% depending on country)

πŸ“Š Full Breakdown Summary

⏱️
Total Timeline
28–84 days
From deposit to delivery. Faster to Asia (4 weeks), longer to US/Europe (8–12 weeks).
πŸ’°
Total Exporter Cost
$200–500
Documentation, phytosanitary, fumigation. All included if negotiated into the FOB price.
🏒
Total Importer Cost
$1,500–5,000+
Freight, customs broker, port fees, duties, trucking. Varies heavily by destination.
πŸ“‹
Documents You'll Receive
7 documents
B/L, Invoice, Packing List, C/O, Phyto, Lab Tests, Fumigation (if req'd).

πŸš€ Ready to Start Your First Shipment?

Every journey begins with a conversation. Tell us what you're looking for and we'll guide you through every step.

πŸ“ Stationed & Export from Ho Chi Minh City, Viet Nam

πŸ“§ [email protected]

πŸ“± WhatsApp: +84 908 937 833

πŸ“¦ Export Process Guide