How to Import Coffee
from India to Europe

Start by identifying a licensed, export-registered Indian coffee supplier. In India, coffee exporters must be registered with the Coffee Board of India and APEDA (Agricultural and Processed Food Products Export Development Authority).

Verify the exporter's track record, export licences, and EU compliance experience. A good supplier will proactively provide FSSAI (Food Safety and Standards Authority of India) registration, phytosanitary capability, and sample lots before any commercial order.

LIT COFFEE is registered with the Coffee Board of India, APEDA, and FSSAI, with a dedicated EU compliance documentation team.

Before placing a commercial order, request green coffee samples (typically 250g–500g per grade/lot). A professional exporter will provide samples with a Cup Sample Sheet showing moisture content, defect count, and screen size.

Agree on: variety (Arabica / Robusta), processing method (washed, natural, pulped natural), grade (Plantation A, Parchment AB, Cherry Robusta, etc.), crop year, moisture content (max 12.5% for EU entry), and any certifications required (organic, Rainforest Alliance, UTZ, Fair Trade).

The most common Incoterms for Indian coffee exports to Europe are FOB (Free on Board) and CIF (Cost, Insurance & Freight).

FOB — the exporter loads the coffee onto the vessel at the Indian port of origin. You (the buyer) arrange and pay for the ocean freight and marine insurance from that point. This gives you control over the shipping and insurance costs.

CIF — the exporter arranges and pays for ocean freight and insurance to the named European port (e.g., CIF Antwerp, CIF Hamburg, CIF Rotterdam). This is simpler for new importers but typically has a higher invoice price.

For first-time buyers, CIF is often easier. For experienced importers buying regularly, FOB offers more cost control.

Once samples are approved and terms agreed, issue a Purchase Order (PO) to the exporter. The exporter responds with a Proforma Invoice (PI) confirming: product specifications, quantity, unit price, total value, Incoterms, port of loading, port of destination, payment terms, and estimated shipment date.

Review the PI carefully before confirming — this is the basis for your Letter of Credit (if applicable), advance payment, or open account terms.

This is the most critical step. The Indian exporter must prepare a complete documentation set. EU customs requires all documents to be accurate and consistent — discrepancies between documents cause customs delays and potential rejection.

All plant-based agricultural products entering the EU — including green coffee beans — are subject to phytosanitary inspection under EU Regulation (EU) 2016/2031 on plant health. Coffee is classified as a regulated commodity.

At the EU port of entry (e.g., Antwerp, Hamburg, Rotterdam), the Customs authority and/or the plant health authority may conduct: documentary check (all papers present and correct), identity check (consignment matches documentation), and physical/laboratory check (random sampling for pesticide residues, mycotoxins, moisture, defects).

EU Maximum Residue Levels (MRLs) for pesticides are enforced under Regulation (EC) No 396/2005. Indian exporters should provide pesticide analysis certificates from accredited Indian labs. The EU's RASFF (Rapid Alert System for Food and Feed) monitors and flags non-compliant shipments.

Once at the EU port, your customs broker (freight forwarder) files a customs declaration using the Single Administrative Document (SAD) or its electronic equivalent in the EU Customs Declaration Management System.

Green coffee beans (unroasted, HS 0901.11.00) carry a 0% EU Common External Tariff (CET) rate. This means no import duty is payable on standard green coffee beans entering the EU — one of the most favourable tariff positions of any agricultural commodity.

India qualifies for EU GSP (Generalised Scheme of Preferences) which would further reduce duties on applicable goods. For green coffee beans which are already at 0%, this is less relevant — but GSP Form A / REX declaration may still be required for customs compliance purposes.

VAT is payable on importation (rate varies by EU member state: typically 0% on green coffee in most markets, check locally). Your customs broker will calculate the total import VAT and duty liability.

After customs clearance is granted, your freight forwarder arranges release of the container from the port terminal and books inland transport (truck or rail) to your warehouse or bonded warehouse.

At goods receipt, inspect the bags carefully: check bag count against packing list, inspect bags for damage, moisture, or odour, and take representative samples from each container for internal cupping and moisture analysis.

Any discrepancy or quality issue must be documented immediately with photographic evidence and notified to the exporter within the time limits specified in your sales contract.

Depending on your agreed payment terms, the final payment balance (if not already paid in full) is settled against the original Bill of Lading and full documentation set. For Letter of Credit transactions, documents are presented to the bank for negotiation.

Build a payment and documentation checklist — late or incomplete document presentation is one of the most common causes of payment disputes in coffee trading.