A Consultant’s Guide to Vietnam Coffee Export Documentation

You have navigated the complexities of Minimizing transit risks for green coffee, understanding how to protect the physical integrity of your product with liners and desiccants. However, in international trade, there is a parallel supply chain that is equally, if not more, critical: the supply chain of documents. A container of flawless, high-quality coffee can be delayed for weeks, incurring thousands of dollars in demurrage fees, or even be rejected by customs, all because of a single typographical error on a piece of paper.

Understanding the set of Vietnam coffee export documentation is not merely an administrative task; it is a core component of your risk management and supplier vetting strategy. The paperwork is the coffee’s legal passport. Its accuracy, completeness, and timeliness are non-negotiable. A professional Vietnamese green coffee beans supplier understands this and will have meticulous systems in place to manage this process. An unprofessional one will treat it as an afterthought, exposing you to significant financial and operational risk.

This guide serves as your comprehensive, expert-level dossier. We will dissect every essential document in a typical export set, explaining its purpose, who issues it, what critical data it must contain, and the costly pitfalls to avoid. This is your blueprint for ensuring the administrative flow of your coffee shipment is as clean and defect-free as the beans in the bag.

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The Foundation: The Sales & Purchase Contract (The “Source of Truth”)

Before a single export document is created, the Sales & Purchase Contract must be finalized. This contract is the master blueprint for the entire transaction. Every subsequent document—the invoice, the bill of lading, the certificate of origin—must align perfectly with the terms agreed upon in this foundational document.

Key Contractual Elements That Govern Documentation:

1. Precise Product Description: (e.g., “Vietnam Robusta G1, Screen 18, 2025/2026 Crop, 11.5%-12.5% moisture…”). This exact description must be replicated on the invoice, packing list, and bill of lading.
2. Incoterms® 2020: The shipping term (e.g., “FOB Cat Lai Port, Ho Chi Minh City”) dictates which party is responsible for costs and risks, and it must be stated on the commercial invoice.
3. Payment Terms: The agreed-upon payment method (e.g., T/T, L/C) dictates how the documents will be handled. If using a Letter of Credit (L/C), the bank will demand perfectly compliant documents, with zero discrepancies.
4. Documentation Requirements: The contract should explicitly list all required documents (C/O, Phyto, etc.).

A discrepancy between the contract and the shipping documents is a major red flag and can give a buyer legal grounds to refuse payment or a bank to reject an L/C.

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The Core Commercial Documents: The “What, Who, and How Much”

This pair of documents, issued by the exporter, defines the commercial details of the shipment for customs, banks, and your own accounting.

Commercial Invoice

• What It Is: The official bill or sales invoice for the goods, issued by the exporter (seller) to you (the importer/buyer).
• Primary Purpose: This is the primary document your customs broker will use to declare the value of your shipment to your country’s customs authority, which is then used to calculate any applicable duties and taxes (like VAT).
• Who Issues It: The Vietnamese Exporter (your supplier).
• Critical Information to Check:
  • Must be addressed to the importer (your company) with full legal name and address.
  • Exporter’s full legal name, address, and contact info.
  • Unique Invoice Number and Date.
  • Reference to your Purchase Order (P.O.) or the Sales Contract number.
  • Precise Description of Goods: Must match the contract exactly.
  • HS Code (Harmonized System Code): The global code for the product. (e.g., 0901.11 for unroasted, non-decaffeinated coffee).
  • Unit Price & Total Value: Must match the contract.
  • Currency: Almost always in USD for international coffee trade.
  • Incoterms: Must clearly state the agreed-upon shipping term (e.g., “FOB Ho Chi Minh City”).

Packing List

• What It Is: A detailed inventory of the shipment’s physical contents. It is a logistical document, not a financial one.
• Primary Purpose: Used by customs to verify the contents of the container against the declaration. It is also essential for your warehouse team to check in the delivery.
• Who Issues It: The Vietnamese Exporter.
• Critical Information to Check:
  • Must align perfectly with the Commercial Invoice (e.g., same invoice number, buyer, seller).
  • Number of Bags: (e.g., “320 Jute Bags”).
  • Net Weight (NW): The weight of the coffee only.
  • Gross Weight (GW): The weight of the coffee plus the packaging.
  • Container Number & Seal Number: This is a critical link. The seal number listed here must match the number on the Bill of Lading and the physical seal on the container you receive.
  • Shipping Marks: Any markings on the outside of the bags.

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The Transport Document: The “Title to Your Goods”

This is arguably the single most important document in the entire set.

Bill of Lading (B/L)

• What It Is: The official contract between the cargo owner (the exporter, initially) and the shipping line (e.g., Maersk, CMA CGM) that has been hired to transport the container.
• Primary Purpose: It serves three critical functions:
  1. A Receipt: Proof that the shipping line has received the goods.
  2. A Contract of Carriage: The legal terms of the transportation agreement.
  3. A Document of Title: This is the most important function. It is the legal “deed” to the coffee. Whoever possesses the original B/L has the right to claim the container at the destination port.
• Who Issues It: The Shipping Line or their authorized freight forwarder.
• Critical Information to Check:
  • Shipper: Must be your exporter’s legal name.
  • Consignee: This field is VITAL.
    • If it lists your company’s name (“Straight B/L”), only you can claim it.
    • If it says “To Order” or “To Order of [Exporter’s Bank]”, it is a negotiable document, like a check, that must be endorsed (signed over) to you. This is standard for L/C payments.
  • Notify Party: The party to be notified of the container’s arrival (usually you or your customs broker).
  • Port of Loading: (e.g., Cat Lai Port, Ho Chi Minh City).
  • Port of Discharge: Your destination port.
  • Vessel & Voyage No.: The specific ship carrying your goods.
  • Description of Goods, Weights, Container No., and Seal No.: All must be 100% consistent with the Invoice and Packing List.

Original B/L vs. Telex Release (Surrender B/L)

You must understand the two ways a B/L is handled. This is a key part of Vietnam coffee export documentation logistics:

• Original Bill of Lading: Issued in a physical set of 3 originals. The exporter must courier this original set to you (or your bank). You must then surrender one of these physical, original documents to the shipping line’s office at your destination to prove ownership and get your container released.
  • Pro: Highly secure.
  • Con: Slow, costs courier fees, and if the documents are lost in transit, it’s a disaster.
• Telex Release (or “Surrender B/L”): To save time, the exporter surrenders the full set of original B/Ls back to the shipping line at the origin. The origin office then sends a secure electronic message (a “telex”) to the destination office authorizing them to release the cargo to the named consignee without requiring a physical original B/L.
  • Pro: Instantaneous, no courier fees, no risk of document loss.
  • Con: The exporter gives up control of the cargo, so they will only do this after they have secured payment (or are working on high trust).
  • Consultant’s Recommendation: For new relationships or L/C payments, use Original B/Ls. For established, trusted suppliers on T/T (bank transfer) terms, a Telex Release is far more efficient.

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Core Vietnam Coffee Export Documentation: Government & Compliance

This set of documents is required by government agencies at both origin and destination to certify the coffee’s origin, health, and compliance.

Certificate of Origin (C/O)

• What It Is: An official document that certifies the goods (your Vietnam green coffee beans) are a product of Vietnam.
• Primary Purpose: Required by your country’s customs authority to verify the origin and to apply any applicable tariffs or free trade agreements.
• Who Issues It: The Vietnam Chamber of Commerce and Industry (VCCI). The exporter is responsible for applying for and obtaining it.
• Strategic Importance (EVFTA): For buyers in the European Union, this document is critical. To benefit from the 0% import tariff under the EU-Vietnam Free Trade Agreement (EVFTA), your supplier must provide the correct proof of origin (e.g., a C/O Form EUR.1 or a REX statement of origin). Without this, your shipment could be subject to standard tariffs, costing you thousands.

Phytosanitary Certificate (“Phyto”)

• What It Is: A mandatory health certificate for all exported agricultural products.
• Primary Purpose: It certifies that the coffee has been inspected at origin and is considered free from specified harmful pests and plant diseases. Your country’s quarantine authority (e.g., the FDA in the US, or its equivalent) will not allow the import of a plant product without this original certificate.
• Who Issues It: Vietnam’s Plant Protection Department (part of the Ministry of Agriculture and Rural Development).

Fumigation Certificate

• What It Is: A certificate proving that the container and/or its contents have been fumigated (gassed) to kill any live pests (like insects or larvae).
• Primary Purpose: This is a strict biosecurity requirement for many countries, most notably Australia and New Zealand, but is often required by others.
• Who Issues It: A licensed, third-party fumigation company in Vietnam.

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Quality & Certification Documents: Verifying the Promise

This set of documents provides proof that the physical coffee meets the quality and certification claims made in the contract.

Certificate of Quality / Analysis (COA)

• What It Is: A report detailing the physical and (sometimes) sensory analysis of the exact lot of coffee being shipped.
• Primary Purpose: Your primary proof that the coffee meets the specifications in your contract.
• Who Issues It: This can be issued by the exporter’s in-house QC lab or (highly recommended for large contracts) by an independent, third-party inspection company like SGS, Intertek, Cotecna, or Vinacontrol. Your contract should specify who issues this.
• Critical Info to Check:
  • Moisture Content: Must be within the 10-12.5% stable range.
  • Defect Count: Must be at or below the maximum allowed in your contract.
  • Screen Size Analysis: Must match your specification (e.g., “90% on Screen 18”).

Weight Certificate

• What It Is: Certifies the total Net and Gross weight of the shipment.
• Primary Purpose: Serves as the official basis for the final invoice value. Often issued by the same third-party inspection company that does the COA, who will supervise the weighing of the container.

Certification Documents (Organic, Fair Trade, RFA, etc.)

• What It Is: Proof of a specific premium claim.
• Primary Purpose: Required to legally label and sell your coffee under a certified mark.
• What to Expect:
  • For Rainforest Alliance/Fair Trade: A copy of the supplier’s valid certificate and a record of the transaction in the certifier’s online traceability system.
  • For Organic (especially to the EU): This is highly complex. You will need a Certificate of Inspection (COI) generated and validated in the EU’s TRACES NT system before the shipment leaves Vietnam. A simple PDF certificate is not enough.

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Critical Red Flags in Vietnam Coffee Export Documentation

The paperwork itself is a key part of your supplier vetting. Be alert for these warning signs:

• 🚩 Reluctance to Provide Drafts: A professional supplier will always send you digital drafts of all key documents (especially the B/L) for your approval before the vessel sails. Refusal to do this is a major red flag.
• 🚩 Inconsistencies: The #1 red flag. The supplier’s name is “ABC Co., Ltd” on the Invoice but “ABC Company” on the B/L. The net weight is 19,200kg on the Invoice but 19,195kg on the C/O. The seal number is mistyped. These “small” errors can cause catastrophic delays at customs.
• 🚩 Inexperience with Your Country’s Requirements: They don’t know what a C/O Form EUR.1 is (for EU buyers) or are unfamiliar with ISF filing (for US buyers). This signals they are inexperienced and you will have problems.
• 🚩 Missing or “In-House” Certifications: Claiming “organic” but only providing their own “company certificate.” All legitimate certifications (Organic, FT, RFA) are issued by accredited third-party bodies.
• 🚩 Resistance to Third-Party Inspection: If your contract allows for an independent (e.g., SGS) pre-shipment inspection and the supplier creates obstacles, they are likely hiding a quality or weight problem.

Flawless Vietnam coffee export documentation is the administrative bedrock of a smooth, successful import. It is a key indicator of a professional, detail-oriented, and reliable Vietnamese green coffee beans supplier. Mastering this paperwork flow is essential for protecting your investment and ensuring your coffee’s journey is as seamless as possible.

This mastery of the administrative process, combined with an understanding of physical risk mitigation, forms the complete picture of the import journey. The next logical step is to dive deeper into the operational execution of this journey, exploring the end-to-end details of Green coffee beans shipping logistics.