Coffee Export

Coffee Shipping Documents

Documentation is where an otherwise complete shipment stops moving. This page sets out what each document is for, who issues it, and where the common failure points are.

Last reviewed August 20263 min read

Quick answer

A green coffee shipment normally travels with a commercial invoice, packing list, bill of lading and certificate of origin, plus whichever additional certificates the destination, the contract and the applicable regulations require. Documentation requirements depend on origin, destination, contract terms and applicable regulations, and should be confirmed per shipment.

Scope of this page

Documentation requirements depend on origin, destination, contract terms and applicable regulations. This page describes documents typically encountered in East African green coffee export. It is not legal or customs advice, and the applicable set must be confirmed for each shipment with your customs broker and the relevant authorities.

The core set

Documents normally present on a green coffee shipment
Document	Issued by	Purpose
Commercial Invoice	Seller	The commercial record of the transaction — goods, quantity, price, terms, parties
Packing List	Seller	Bag count, marks, gross and net weights, container and seal numbers
Bill of Lading	Carrier	Receipt for the cargo, evidence of the carriage contract, and — for an original set — a document of title
Certificate of Origin	Chamber of commerce or authorised body at origin	Evidences the country of origin; may affect duty treatment
Weight Certificate	Independent surveyor	Verified gross and net weights, where the contract requires them
Quality Certificate	Independent surveyor or agreed laboratory	Confirms the parcel against the contracted specification

Conditional documents

Required depending on destination, contract and regulation
Document	When it applies
Phytosanitary Certificate	Where the destination’s plant health authority requires one for green coffee. Requirements vary by destination and change; confirm per shipment.
Fumigation Certificate	Where fumigation is required by the destination, or for wood packaging material. Not routinely required for green coffee itself — see fumigation.
Insurance Certificate	Under CIF, where the seller contracts cover. Not required under FOB or CFR.
ICO Certificate of Origin	Where the origin’s export procedure includes an International Coffee Organization mark.
Certification transaction documents	Where the lot is sold as organic, Fairtrade, Rainforest Alliance or 4C — issued under the scheme’s own chain-of-custody rules.
Due diligence documentation	Where the importer’s obligations require traceability and geolocation data — see the EUDR section.
Certificate of Analysis	Where the contract or the destination requires laboratory results, for example on residues or contaminants.

Where documentation goes wrong

1Mismatched details across documents. Weights, bag counts, marks and container numbers must agree exactly across invoice, packing list and bill of lading. A single discrepancy stops a letter of credit.
2Late issuance. Some origin certificates cannot be issued before the vessel sails and some banks require presentation within a fixed window. Sequence matters.
3Wrong consignee or notify party. Simple, common, and expensive to correct after the bill of lading is issued.
4Missing originals. An original negotiable bill of lading set is a document of title. Losing it is a serious problem, not an administrative one.
5Assumed requirements. Copying last year’s document set for a new destination. Requirements change.

Timing

A practical sequence for an East African shipment, recognising that the inland leg from a landlocked origin adds several days that documentation planning has to absorb:

Typical document sequence

Step 1
Pre-shipment
Pre-shipment sample approved; quality and weight surveyors instructed if the contract requires them.
Step 2
At stuffing
Packing list drafted from the actual load; container and seal numbers recorded; loading photographs taken.
Step 3
Export clearance
Export declaration lodged; certificate of origin and any origin certificates applied for.
Step 4
On board
Bill of lading issued against the mate’s receipt; on-board date fixes the shipment for contract purposes.
Step 5
Presentation
Full set assembled and presented to the bank or couriered to the buyer per the payment terms.

Documentation queries

Tell us your destination and payment terms and we will confirm the document set that applies before the contract is signed.

Frequently asked questions

What documents are needed to import green coffee?

Typically a commercial invoice, packing list, bill of lading and certificate of origin, plus any certificates the destination requires — which may include a phytosanitary certificate. The applicable set depends on origin, destination, contract terms and current regulation, and should be confirmed per shipment with your customs broker.

Is a phytosanitary certificate always required for coffee?

No. Requirements vary by destination and change over time. Some destinations require one for green coffee, others do not. Confirm the current requirement for your destination rather than assuming from a previous shipment.

What is the difference between an original and a copy bill of lading?

An original negotiable bill of lading is a document of title — whoever holds it can claim the cargo. Copies are not. This is why originals are handled through banks under documentary payment terms and why losing one is a serious matter.

Who issues the certificate of origin?

A chamber of commerce or another authorised body in the country of export. The exporter applies for it; the issuing body verifies and stamps it.

Tell us the coffee you need

Lots can be specified by origin, region, process, grade, screen, moisture, defect tolerance, crop year and packaging. Send what you know and we will confirm what each origin realistically supports.

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