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Requirements to Export Coffee from Colombia
Requirements to Export Coffee from Colombia
Exporting coffee from Colombia requires complying with a series of commercial, customs, and documentation requirements that may vary depending on the type of coffee and the destination market. For a company seeking to start selling Colombian coffee abroad, understanding these requirements before closing an operation allows for better planning of costs, timelines, and the responsibilities of each participant.
The process can differ when dealing with green coffee, roasted coffee, ground coffee, or products developed under a private label. It is also necessary to distinguish between the requirements that the exporter in Colombia must meet and those that correspond to the importer in the destination country.
In this guide, you will find the main requirements a company must consider to structure a coffee export from Colombia and correctly prepare its international operation.
Who can export coffee from Colombia?
A company that wants to export coffee must first define who will be responsible for executing the export operation. Depending on the commercial structure, the exporter can be the producer, a processing company, or a trading company that purchases the coffee in Colombia and subsequently exports it.
This definition is important because the exporter will be responsible for coordinating certain foreign trade processes and submitting the corresponding documentation.
For international buyers who do not have their own infrastructure in Colombia, working with a local exporter or trading company can simplify the coordination of sourcing and the dispatch of the goods.
1. Being registered as an exporter
One of the first aspects a Colombian company must review is that its tax and foreign trade structure allows it to carry out export operations.
The company must have the corresponding tax identification and keep information related to its economic activities up to date. Furthermore, depending on the operation and the product, there may be specific registrations or requirements before competent authorities.
Before carrying out the first coffee export, it is advisable to verify that the company has the necessary procedures enabled and that the registered information is consistent with the activity it will perform.
2. Registration and specific requirements for coffee exporters
Coffee has specific regulations in Colombia, and export activity is subject to particular controls and procedures. For this reason, a company intending to export coffee regularly must review the applicable requirements with entities related to the coffee supply chain and foreign trade.
Requirements may depend on factors such as the type of coffee, the exporter's status, and the intended operation. Therefore, it is not advisable to assume that the requirements for exporting another food product are identical to those for coffee.
3. Correctly define the type and classification of the coffee
Before preparing export documents, it is necessary to correctly identify the goods. Green coffee, roasted coffee, and other derivative products may have different tariff classifications and requirements.
The tariff classification must be reviewed before drafting commercial and customs documentation. An incorrect description can result in discrepancies in documents, declarations, or import requirements in the destination country.
In addition to the tariff code, it is convenient to clearly define the commercial description, presentation, weight, quantity, type of coffee, and other relevant product characteristics.
4. Comply with quality specifications
Coffee intended for export must meet the quality specifications agreed upon between buyer and seller, as well as the requirements applicable to the operation.
For green coffee, the buyer may establish parameters related to physical and sensory quality, preparation, moisture content, bean size, defects, origin, or cup profile.
For roasted coffee, specifications may include roast level, grind size, presentation, packaging, and shelf life.
Defining these characteristics in writing prior to shipment helps reduce discrepancies between what was quoted, what was approved via samples, and the product finally exported.
5. Have commercial documentation ready
A coffee export requires correctly preparing the documents that support the commercial and logistical operation.
| Document | Function |
|---|---|
| Commercial invoice | Documents the international sale and contains the commercial details of the operation. |
| Packing list | Details the breakdown, quantity, weight, and presentation of the goods. |
| Transport document | Proves the international transport of the cargo. |
| Export declaration | Formalizes the operation before Colombian customs authorities. |
| Certificate of origin | Certifies the origin of the goods when required. |
The exact documentation required may change depending on the destination country, product type, and negotiation terms.
6. Commercial invoice for coffee export
The commercial invoice must contain sufficient information to properly identify the operation. Among other details, it typically includes seller, buyer, description of goods, quantities, values, currency, and the agreed Incoterm.
The coffee description must be clear and consistent with the packing list and transport documents. It is also important that the declared values correspond to the commercial transaction actually performed.
7. Packing list and cargo preparation
The packing list allows for the identification of how the cargo is distributed. In a coffee operation, it may include details such as number of bags or boxes, net weight, gross weight, dimensions, and type of presentation.
The information must be coherent with the physical cargo. Discrepancies between documents and goods can cause issues during inspections, customs processing, or reception at destination.
8. Proper packaging for coffee
Packaging must be selected considering the type of coffee, transport duration, storage conditions, and destination market requirements.
For green coffee, various types of bags and packaging solutions are used for international transport. For roasted or ground coffee, packaging must help preserve product attributes throughout its shelf life.
When dealing with private label coffee, design, printing, and regulatory label requirements must be considered in addition to product protection.
9. Comply with destination country labeling requirements
Labeling requirements do not depend solely on Colombia. If the coffee is to be sold directly to the consumer in another country, it must comply with the applicable regulations in that market.
Depending on the destination and the product, there may be requirements concerning product name, net content, country of origin, importer details, ingredients, nutrition facts, special declarations, and other elements.
For this reason, the final design of a label should be validated before producing large quantities of packaging material.
10. Review sanitary and phytosanitary requirements
Depending on the type of coffee and destination market, there may be sanitary, phytosanitary, or food safety requirements that must be verified prior to shipment.
These requirements are not necessarily the same for every country. The buyer or importer should verify what requirements apply upon product entry into their market and timely inform the exporter of any additional certificate or document needed.
This early review is especially important to prevent a shipment from arriving at destination without meeting a documentary or regulatory requirement of the importing country.
11. Certificate of origin
A certificate of origin may be necessary when the buyer needs to prove that the coffee meets the origin rules established to access preferential tariff treatment, or when required by the importing country's authorities.
The necessity and format of the certificate will depend on the destination country and the applicable trade agreement. Therefore, it should be determined prior to preparing the definitive documentation.
12. Define the export Incoterm
The Incoterm outlines how specific obligations, costs, and risks are allocated between buyer and seller.
For a coffee export from Colombia, different options can be negotiated depending on who will manage international logistics and destination costs.
| Incoterm | General Application |
|---|---|
| FOB | The seller delivers the goods onboard the vessel at the agreed port. |
| CIF | The seller arranges freight and insurance to the named destination port, per Incoterms. |
| DAP | The seller handles delivery to the agreed named place, subject to term conditions. |
It is important not to confuse the Incoterm with the contract of carriage. They are related elements, but serve different functions within the operation.
13. Arrange international transport
Once volume, destination, and Incoterm are defined, the logistics operation can be structured. For large volumes of green coffee, ocean freight is standard for international buyers.
For samples, smaller orders, or urgent shipments, air transport can be evaluated.
When requesting a logistics quote, it is helpful to provide weight, volume, unit count, port of origin, port of destination, and estimated shipment date. This allows for a more accurate proposal.
14. Consider export costs
The purchase price of coffee does not necessarily represent the total cost of making the product available to the international buyer.
Depending on the operation, factors such as coffee preparation, packaging, documentation, export procedures, inland transport (where applicable), handling, international transport, insurance, and destination charges must be evaluated.
| Stage | Potential Costs Involved |
|---|---|
| Sourcing | Coffee purchase and required processes. |
| Preparation | Milling, sorting, roasting, grinding, or packaging, depending on the product. |
| Export | Applicable documentation and customs formalities. |
| Transport | International freight, surcharges, and insurance where applicable. |
| Import | Taxes, fees, and local services according to the destination country. |
15. Prepare the export declaration
The export must be formalised before Colombian customs authorities through the procedures and documents corresponding to the operation.
The submitted information must match the commercial invoice, packing list, physical cargo, and other transaction documents. Proper document preparation helps minimize inconsistencies and potential delays.
16. Verify importing country requirements
Complying with Colombian requirements does not automatically guarantee that cargo can enter the buyer's country. The importer must also comply with the regulations of their jurisdiction.
Before dispatch, buyer and seller should jointly review aspects such as tariff classification, taxes, sanitary requirements, labeling, registrations, permits, and documents required for customs clearance.
This coordination is particularly important when dealing with roasted coffee packed for direct consumer sale.
Requirements for exporting green coffee vs. roasted coffee
Although both products belong to the coffee sector, commercial and regulatory operations can differ.
| Aspect | Green Coffee | Roasted Coffee |
|---|---|---|
| Product | Unroasted bean. | Roasted bean, whole or ground. |
| Typical Buyer | Roasters and importers. | Distributors, retail, foodservice, and importers. |
| Packaging | Bags and bulk transportation solutions for beans. | Bags, boxes, and retail formats. |
| Labeling | Depends on the operation and market. | Especially relevant when sold packaged to the end consumer. |
Common mistakes when exporting coffee from Colombia
One common mistake is quoting prices without clearly defining the product. "Colombian coffee" can represent different qualities, processes, presentations, and prices.
Another error is assuming all destinations have identical import requirements. Each country can set distinct conditions for food and beverage imports.
It is also frequent to calculate export prices based solely on raw coffee costs, omitting packaging, processing, documentation, and logistics.
Finally, producing packaging or labels before validating destination market regulations can lead to unnecessary expenses and delays.
Do you need a coffee exporter in Colombia?
For an international company looking to purchase Colombian coffee without an established entity in Colombia, working with a trading company and exporter can streamline operational coordination.
Nextstop Trading works with international buyers interested in Colombian coffee and can manage product sourcing and export according to each project's commercial specifications.
The process can begin by defining the required coffee type and characteristics, proceeding through supplier sourcing and evaluation, and culminating in structuring the commercial and export logistics operation.
Conclusion
The requirements to export coffee from Colombia encompass commercial, documentation, customs, and logistical aspects. The operation must be structured taking into account both the Colombian exporter's obligations and the destination country's requirements.
Properly defining the product, validating quality, selecting a supplier, preparing documentation, reviewing labeling, and coordinating logistics prior to shipment reduces risks and facilitates the export process.
If you are looking to purchase Colombian coffee and need support structuring an export operation, contact us to review your project and product specifications.
Contact us to structure your Colombian coffee export operation.
Frequently Asked Questions about coffee export requirements
What documents are needed to export coffee from Colombia?
Depending on the operation, a commercial invoice, packing list, transport document, export declaration, certificate of origin, and other specific documents may be required based on the product and destination country.
Can a foreign company buy coffee directly from Colombia?
Yes. A foreign company can buy coffee directly from a Colombian supplier or partner with a trading company/exporter to manage sourcing and export.
Are the requirements the same for green coffee and roasted coffee?
Not necessarily. Requirements can vary depending on product type, presentation, and how it will be commercialized in the destination country.
Is it mandatory to have a buyer before exporting coffee?
A commercial operation typically requires defining the buyer, sales conditions, and product specifications prior to arranging shipment. Having this information also facilitates export documentation preparation.
Can I export Colombian coffee under my own brand?
Yes. It is possible to develop roasted or ground coffee under a private label scheme, provided the product, packaging, and labeling comply with destination market regulations.
