How to Request and Approve Coffee Samples Before Importing

By Viet Coffee Source Export Guides

Requesting and approving coffee samples before importing is one of the most important controls in wholesale coffee purchasing. A well-managed sampling process allows the buyer to evaluate quality, verify specifications, compare suppliers, test roasting or production performance and establish a clear reference for the commercial shipment. Without a documented sample-approval procedure, the buyer may approve one product informally and later receive a shipment that differs in screen size, moisture, defect count, cup profile, roast colour, grind, solubility, packaging or freshness.

The purpose of a sample is not merely to decide whether the coffee tastes good. The sample should help determine whether the supplier can deliver a product that matches the buyer’s technical, commercial and operational requirements. The request, preparation, shipment, testing, approval and retention of the sample should therefore follow a repeatable process.

This guide explains how importers, roasters, distributors, private-label brands, food manufacturers and hospitality suppliers can request and approve coffee samples before importing. It covers product specifications, sample types, quantities, shipping arrangements, laboratory checks, cupping, production trials, packaging evaluation, approval records, retained samples and pre-shipment verification.

Define the purpose of the sample before requesting it

The buyer should first determine what decision the sample is intended to support. A sourcing sample, pre-contract sample, production sample and pre-shipment sample do not serve exactly the same purpose.

A sample may be requested to:

Evaluate a new supplier
Compare several origins or grades
Confirm physical specifications
Assess cup quality
Develop a roast profile
Test espresso or filter performance
Evaluate instant coffee solubility
Approve an OEM formulation
Review private-label packaging
Confirm consistency before shipment
Investigate a quality complaint

The request should explain the intended use so the supplier can send the correct material. A small green-coffee sample may be suitable for grading and cupping but insufficient for pilot roasting, packaging trials or industrial production tests.

Identify the correct type of coffee sample

Different stages of a purchase may require different sample categories. The buyer should avoid treating every sample as if it represents the final shipment.

Sample type	Main purpose	Commercial limitation
Offer sample	Initial evaluation of an available coffee	The lot may change before purchase
Type sample	Shows the supplier’s normal product standard	May not come from the exact commercial lot
Stock-lot sample	Represents an identified available lot	The lot may be sold unless reserved
Production-development sample	Used for roasting, blending, grinding or formulation trials	May be produced on pilot equipment
Packaging sample	Used to approve materials, artwork and construction	May not contain final commercial product
Pre-shipment sample	Represents coffee prepared for the actual shipment	Must be linked clearly to the shipment batch
Retention sample	Preserved as a reference after approval	Must be sealed and stored correctly

The supplier should state whether the sample comes from the exact lot, a representative stock, a pilot production run or a general reference product.

Prepare a complete sample request

A vague request such as “send your best Robusta” or “send a premium Arabica sample” is unlikely to produce a useful result. The buyer should provide enough information for the supplier to select or prepare the correct product.

A complete request may include:

Product category
Coffee species
Origin or preferred region
Processing method
Crop year
Grade or screen size
Maximum moisture
Maximum defect tolerance
Required cup profile
Roast level when applicable
Whole-bean or ground format
Grind size
Instant coffee type
Blend composition when relevant
Packaging format
Estimated commercial quantity
Destination country
Intended application

Buyers can review the supplier’s Vietnamese coffee origins and growing regions before selecting the most suitable sample categories.

Convert expectations into measurable specifications

Sensory descriptions are useful but should be combined with measurable limits. Terms such as strong, smooth, premium, clean or dark can be interpreted differently by different suppliers.

For green coffee, the sample specification may include:

Species and variety
Country and region
Processing method
Screen distribution
Moisture content
Water activity when required
Defect count
Black and broken bean tolerance
Foreign-matter tolerance
Density
Odour requirements
Cup score or internal sensory standard
Prohibited cup defects

For roasted or processed coffee, the request may include:

Blend ratio
Roast colour
Roast loss
Whole-bean appearance
Grind size and distribution
Extraction performance
Solubility
Bulk density
Moisture
Ingredients
Shelf life
Pack size
Seal and valve requirements

Request enough sample quantity for the planned tests

The quantity should match the evaluation programme. Too little coffee can prevent the buyer from repeating tests or comparing results across teams.

Evaluation activity	Sample quantity consideration
Visual grading and moisture testing	A modest but representative green-coffee sample may be sufficient
Cupping	Enough material for repeated roasting and multiple bowls
Roast development	Several trial batches may be required
Espresso testing	Sufficient roasted coffee for grinder adjustment and repeated extraction
Retail packaging trial	Enough product to fill, seal, handle and inspect several packs
Industrial or food-service test	A larger development quantity may be necessary
Instant coffee formulation	Enough material for solubility, sensory and stability trials

The buyer should also retain part of the sample unopened. Testing the entire sample leaves no reference for later comparison.

Confirm whether the sample is free or chargeable

Suppliers may provide small standard samples without charge while asking the buyer to pay courier costs. Larger development samples, specialty lots, custom roasting, private-label prototypes and repeated revisions may be chargeable.

Before dispatch, both parties should confirm:

Sample price
Courier cost
Customs or import charges
Payment method
Whether the cost is refundable
Whether the cost will be deducted from a commercial order
Number of revisions included
Responsibility for failed delivery

A paid sample does not guarantee acceptance. The evaluation criteria should remain independent of whether the supplier charged for preparation.

Use a unique sample code

Every sample should have a unique code that connects the physical material with its specification and correspondence. Product names alone are not sufficient because several samples may have similar descriptions.

The code can identify:

Supplier
Origin
Product type
Lot or batch
Preparation date
Revision number
Sample sequence

The same code should appear on the outer package, inner bag, sample form, laboratory report, cupping sheet and approval record.

Ask for a sample information sheet

The supplier should send structured information with the sample rather than relying on informal messages.

The sheet may include:

Sample code
Supplier name
Product description
Origin
Region
Crop year
Processing method
Lot number
Available quantity
Physical specifications
Sensory description
Packaging
Price basis
Offer validity
Expected preparation time
Certification status

The buyer should verify that the information sheet and the physical label match.

Clarify whether the commercial lot is reserved

A buyer may approve a stock-lot sample and later discover that the lot has been sold. Sample approval does not automatically reserve inventory.

The parties should clarify:

Available commercial quantity
Reservation period
Deposit required for reservation
Expiry of the offer
Replacement procedure if the lot is sold
Whether a replacement requires new approval

The buyer should not assume that a similar lot is equivalent to the approved one.

Agree on the sample shipping method

The shipping method should protect the product and comply with courier, customs and destination requirements.

The parties should confirm:

Courier or postal service
Tracking number
Declared description
Declared value
Purpose of shipment
Net and gross weight
Food-sample restrictions
Required permits
Recipient details
Person responsible for customs clearance

Incorrect declarations can delay the sample or cause customs authorities to reject it.

Pack green coffee samples to preserve their condition

Green coffee samples should be protected from moisture, odours, contamination and loss of identity during courier transport.

Suitable controls include:

Clean food-compatible inner bag
Reliable closure
Moisture-resistant outer protection
Durable sample label
Secondary protective envelope or box
No contact with perfumed or chemical products
Enough empty space to avoid tearing
Tamper-evident closure when necessary

A paper bag alone may provide insufficient protection during a long or humid journey.

Protect roasted and instant coffee samples

Roasted and instant coffee are especially sensitive to oxygen, moisture and packaging failure. The sample should be packed in the same or an equivalent barrier structure to the intended commercial product whenever possible.

The buyer should examine:

Seal integrity
Valve performance
Pack inflation or collapse
Evidence of leakage
Moisture protection
Aroma retention
Lot coding
Production date
Best-before information

If the sample uses temporary packaging, the supplier should state that clearly. Approval of the coffee should not be interpreted automatically as approval of the final pack.

Record the sample condition when it arrives

The receiving team should inspect the courier package before opening it. Damage during transport can alter the sample and lead to an incorrect supplier evaluation.

The arrival record should include:

Date received
Courier tracking reference
Condition of the outer package
Condition of the inner package
Sample code
Seal condition
Visible moisture
Unusual odour
Net weight
Photographs when damaged

If the package is wet, open, contaminated or incorrectly labelled, the buyer should notify the supplier before testing.

Store the sample correctly before evaluation

Samples should not be left in reception areas, vehicles, warm offices or humid rooms. Poor storage after delivery can change the product before testing.

The sample-storage procedure should define:

Temperature range
Humidity control
Protection from light
Protection from odours
Maximum time before testing
Resealing after opening
Restricted access
Retention period

Green coffee, roasted coffee and instant coffee may require different storage conditions.

Check the sample identity before testing

Before beginning any evaluation, the buyer should confirm that the sample received is the sample requested.

Verify:

Sample code
Product name
Origin
Lot number
Processing method
Roast or grind format
Pack size
Revision number
Supporting documents

Testing a mislabelled or substituted sample wastes time and may lead to approval of the wrong product.

Perform a physical evaluation of green coffee

The physical examination should follow a consistent internal or contractual method.

Checks may include:

Sample weight
Bean appearance
Colour
Odour
Moisture content
Water activity when required
Screen-size distribution
Defect count
Black and broken beans
Foreign matter
Density
Uniformity
Evidence of insect damage
Evidence of mould

The buyer should use the same grading rules for all competing suppliers so the comparison remains fair.

Use calibrated equipment and documented methods

Sample approval should not depend on unverified equipment. Moisture meters, scales, screens, colour instruments and laboratory devices should be checked and maintained.

The evaluation record should state:

Equipment used
Calibration status
Testing method
Sample preparation
Operator
Date
Results
Any deviation from the standard method

These controls can be integrated into broader quality, compliance and traceability procedures.

Roast green samples consistently

Cupping results are influenced by sample roasting. Two coffees cannot be compared fairly if they are roasted using substantially different profiles.

The sample-roasting procedure should control:

Batch weight
Roaster condition
Charge temperature
Roast time
Development
Target colour
Cooling time
Resting time before cupping
Cleaning between samples

The roast should reveal the coffee’s quality rather than force every sample into a commercial production profile.

Conduct a structured cupping evaluation

Cupping should be performed using a consistent protocol. The panel should avoid knowing the supplier identity when blind comparison is practical.

The assessment may cover:

Fragrance and aroma
Flavour
Aftertaste
Acidity
Body
Balance
Sweetness
Uniformity
Clean cup
Defects
Overall suitability

Commercial suitability should also be considered. A high-scoring coffee may still be unsuitable for the buyer’s intended blend, price point or consumer profile.

Use more than one evaluator when possible

Relying on one person increases the effect of individual preference, fatigue and inconsistency. A small panel provides a stronger approval decision.

The company can define:

Minimum number of evaluators
Required experience
Blind-testing rules
Scoring method
Minimum acceptance score
Method for resolving disagreement
Rules for retesting

Large differences between panel members should be discussed before final approval.

Test the sample in its intended application

Cupping alone may not predict performance in espresso, filter brewing, vending, extraction, food manufacturing or private-label retail.

Application testing may include:

Production roasting
Espresso extraction
Filter brewing
Milk-beverage performance
Cold-brew extraction
Grinding behaviour
Vending-machine use
Solubility testing
Food formulation
Consumer tasting

The sample should be evaluated under conditions similar to its intended commercial use.

Perform a pilot roast before approving large volumes

A small sample roaster may not predict exactly how the coffee behaves in a production roaster. For significant purchases, a larger trial can reveal heat-transfer behaviour, roast consistency, chaff levels, weight loss and flavour development.

The pilot record may include:

Green input weight
Roasted output weight
Roast loss
Roast curve
Colour
Development time
Physical appearance
Cupping after resting
Grinding performance
Recommended production settings

Evaluate roasted coffee under realistic resting conditions

Roasted coffee changes after roasting. Evaluating it immediately may produce a result that differs from the coffee consumed after degassing and distribution.

The buyer may test at several intervals to understand:

Early aroma development
Degassing behaviour
Espresso stability
Flavour after normal distribution time
Shelf-life evolution

The intended sale and consumption timeline should guide the evaluation.

Assess instant coffee beyond flavour

Instant coffee samples require physical and functional tests in addition to sensory evaluation.

Checks may include:

Particle appearance
Colour
Aroma
Moisture
Bulk density
Solubility in hot water
Solubility in cold water when relevant
Sediment
Foam
Caking tendency
Flowability
Performance in sachet filling

The buyer should test using the water volume, temperature and preparation method expected in the target market.

Evaluate blends against a defined target

A blend should be compared with an approved benchmark rather than judged only as an isolated cup.

The target may define:

Flavour intensity
Bitterness
Acidity
Body
Crema
Milk compatibility
Aroma
Cost range
Robusta and Arabica balance
Consistency across roast levels

If the supplier revises the blend, each revision should receive a new sample code.

Separate product approval from packaging approval

The coffee and its packaging should be approved through related but distinct decisions. A buyer may accept the product while rejecting the pouch, valve, carton, label or coding method.

Packaging approval may examine:

Material structure
Food-contact suitability
Moisture and oxygen barrier
Seal strength
Valve installation
Print quality
Colour accuracy
Label language
Barcode readability
Lot coding
Date coding
Carton strength
Case configuration

The approval form should state clearly which elements have been accepted.

Review certificates and laboratory reports

Depending on the product and destination market, the buyer may request supporting documents with the sample.

These may include:

Certificate of analysis
Quality report
Residue analysis
Mycotoxin report
Microbiological results
Ingredient specification
Allergen statement
Food-contact declaration
Certification documents
Traceability summary

The buyer should verify that reports identify the same sample or lot and that the laboratory, date and methods are suitable.

Do not assume certification replaces sample testing

Certification can provide useful evidence about a system or claim, but it does not prove that every coffee sample matches the buyer’s sensory and technical requirements.

Sample approval should still confirm:

Physical quality
Cup profile
Product performance
Packaging suitability
Commercial consistency

Define acceptance criteria before testing

The buyer should establish pass-and-fail criteria before seeing the final results. Changing the standard after receiving an attractive offer can create inconsistent purchasing decisions.

Evaluation area	Possible decision rule
Physical specification	All mandatory limits must be met
Sensory quality	Minimum score and no prohibited defects
Application test	Must meet extraction, flavour or production target
Packaging	Must pass seal, artwork and handling checks
Documentation	Required reports must be complete and consistent
Commercial suitability	Quality and cost must fit the intended market

Record the approval decision formally

Approval should not be communicated only through a casual message. A formal record reduces misunderstanding and creates a reference for the contract and shipment.

The approval document may include:

Sample code
Supplier
Product description
Lot or revision
Date received
Tests completed
Results
Approved specification
Approved packaging
Permitted tolerances
Conditions of approval
Approver name
Approval date
Expiry of approval when applicable

The decision should be clearly stated as approved, conditionally approved, revision required or rejected.

Use conditional approval carefully

Conditional approval may be appropriate when the coffee is acceptable but a limited issue must be corrected before production or shipment.

Examples include:

Minor artwork correction
Different carton strength
Adjusted grind size
Updated ingredient declaration
Lower moisture requirement
Revised roast colour

The condition should be measurable, assigned to a responsible party and verified through a revised sample or documented evidence.

Retain sealed reference samples

Both buyer and supplier should retain sealed samples of the approved product. These samples provide a reference if the commercial shipment is disputed.

The retention procedure should define:

Quantity retained
Number of sealed units
Sample code
Storage conditions
Security seal
Retention period
Access authority
Disposal procedure

The retained sample should not be repeatedly opened for routine checks. Working samples and reference samples should be separated.

Link the approved sample to the purchase contract

The contract should identify the approved sample code and explain how it relates to the written specification.

The agreement should clarify:

Whether the sample or written specification takes priority
Permitted natural variation
Prohibited defects
Whether substitution is allowed
Whether a new lot requires approval
Pre-shipment sampling requirements
Remedies for non-conformity

Natural agricultural variation should be recognised, but tolerances must not be so broad that the approved reference loses meaning.

Request a pre-shipment sample from the actual batch

An approved offer sample does not eliminate the need for pre-shipment verification. The buyer should request a sample taken from the coffee actually prepared for loading.

The pre-shipment sample should be linked to:

Purchase contract
Production batch
Warehouse lot
Quantity prepared
Packing date
Container booking
Shipment reference

The sample must be representative of the commercial batch rather than specially prepared separately.

Define how the pre-shipment sample is collected

The contract or quality agreement should state who takes the sample and how it is obtained.

Possible arrangements include:

Supplier quality team sampling
Buyer representative sampling
Independent inspection company sampling
Joint sampling
Sampling during packing
Sampling from finished warehouse stock

The number of bags, cartons or units sampled should reflect the shipment size and risk.

Allow enough time for approval before loading

The sample should reach the buyer early enough for physical testing, roasting, cupping and written approval. Sending it immediately before the vessel cut-off creates pressure to accept without complete evaluation.

The schedule should include:

Sampling date
Courier dispatch
Expected delivery
Testing period
Buyer response deadline
Correction period
Loading date

The supplier should not load the coffee before receiving the required written approval unless the contract explicitly permits another arrangement.

Do not treat silence as approval

Unless clearly agreed, the buyer’s failure to respond should not be interpreted as acceptance. Courier delays, customs problems or internal testing schedules may prevent a timely answer.

Approval should be affirmative and documented.

Compare the pre-shipment sample with the retained reference

The buyer should compare the commercial-batch sample against the approved reference using the same methods applied during the original evaluation.

The comparison may cover:

Physical appearance
Moisture
Screen distribution
Defect level
Roast behaviour
Cup profile
Colour
Grind
Solubility
Packaging

Differences should be evaluated against the agreed tolerance rather than personal memory.

Define actions when the sample fails

The process should explain what happens when a sample does not meet the approved standard.

Possible actions include:

Additional sampling
Regrading
Recleaning
Resorting
Reblending
Repacking
Roast adjustment
Replacement batch
Price adjustment
Order cancellation

The supplier should not replace the rejected batch with another lot without the buyer’s approval.

Use independent inspection for higher-risk purchases

Independent inspection may be appropriate for first orders, high-value specialty coffee, large shipments, strict specifications or suppliers with limited history.

An inspection company may support:

Warehouse verification
Sampling
Weight checks
Physical grading
Moisture testing
Packaging inspection
Loading supervision
Seal verification

The scope, method and responsibility for cost should be agreed before the inspection.

Maintain a sample register

A central register prevents samples, revisions and decisions from becoming confused.

The register may track:

Sample code
Supplier
Product
Request date
Dispatch date
Arrival date
Lot number
Tests planned
Approval status
Revision history
Retention location
Commercial order reference

Digital records should preserve previous versions rather than overwriting them.

Protect confidential product-development samples

OEM blends, formulations, packaging concepts and market-specific prototypes may contain confidential commercial information.

Controls may include:

Confidentiality agreement
Restricted access
Coded labels
Secure storage
Controlled disposal
Prohibition of unauthorised production
Ownership rules for formulas and artwork

Common mistakes when requesting coffee samples

Requesting coffee without measurable specifications
Failing to state the intended application
Requesting too little material
Not asking whether the sample represents the actual lot
Ignoring courier and customs requirements
Accepting samples without unique codes
Not checking the condition on arrival
Testing samples after poor storage
Using inconsistent roast or cupping methods
Relying on one evaluator
Approving coffee without application testing
Confusing coffee approval with packaging approval
Not retaining sealed reference samples
Failing to link approval to the contract
Skipping the pre-shipment sample
Allowing loading before written approval

Checklist for requesting and approving coffee samples

Define the purpose of the sample.
Select the correct sample type.
Prepare measurable product specifications.
State the intended commercial application.
Request sufficient quantity for all tests.
Confirm sample and courier costs.
Assign a unique sample code.
Request a complete information sheet.
Confirm whether the commercial lot is reserved.
Agree on the shipping method.
Confirm customs requirements.
Require protective sample packaging.
Record the condition on arrival.
Store the sample correctly.
Verify the sample identity.
Complete physical testing.
Use calibrated equipment.
Apply a consistent sample roast.
Conduct structured cupping.
Use more than one evaluator when possible.
Test the coffee in its intended application.
Complete a pilot production trial when necessary.
Evaluate packaging separately.
Review certificates and laboratory reports.
Compare results with predefined criteria.
Record the approval decision formally.
Verify every conditional approval.
Retain sealed reference samples.
Link the approved sample to the contract.
Request a pre-shipment sample from the actual batch.
Allow enough time for testing.
Issue written approval or rejection.
Define corrective actions for failed samples.
Use independent inspection when appropriate.
Maintain a central sample register.

Final assessment

A reliable coffee sample-approval process protects the buyer before money, production capacity and shipping commitments are placed at risk. The process should begin with a precise request, continue through controlled shipping and structured evaluation, and end with formal approval linked to the purchase contract.

The most important distinction is between an attractive introductory sample and a sample that genuinely represents the commercial shipment. Buyers should establish measurable specifications, use consistent physical and sensory methods, test the coffee in its intended application and retain sealed references.

Pre-shipment approval is especially important because coffee is an agricultural product and commercial lots may vary. A sample taken from the actual prepared batch provides the buyer with a final opportunity to identify unacceptable differences before loading.

Businesses sourcing green coffee, roasted coffee, instant coffee, custom blends or private-label products can review available coffee export and supply solutions or submit a customised wholesale coffee inquiry with their sample, specification, quantity, packaging and destination requirements.

How to Request and Approve Coffee Samples Before Importing