How to Export Coffee to Japan? Procedures For Exporting Coffee To Japan

Vietnamese Coffee Exporter
How to Export Coffee to Japan? Procedures For Exporting Coffee To Japan

How to Export Coffee to Japan? Procedures For Exporting Coffee To Japan – Procedures for exporting Coffee to Japan are being interested by many businesses.

Both Vietnam and Japan participate in the VJEPA Free Trade Agreement; some kinds of fruits: fresh flowers, tropical fruits, and processed fruits.

Under that support, manufacturers and farming units in Vietnam have demonstrated their development and professionalism in exporting  Coffee by cultivating VietGAP, GlobalGAP,… and certificates to meet standards export Coffee to Japan.

Japan is a country with great economic potential.

Up to now, Vietnam and Japan are members of three bilateral and multilateral free trade agreements (FTAs), including the Vietnam-Japan Economic Partnership Agreement (VJFTA), the Agreement on Trade Agreement, The ASEAN-Japan Comprehensive Economic Partnership (AJCEP) and the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP).

This creates many opportunities and conditions for cooperation between the two countries, mainly exporting coffee. The following article of ACC Law Firm will provide some information on the latest procedures for exporting Coffee to Japan in 2021.

So, what are the procedures for exporting  Coffee to Japan? Helena Coffee Vietnam will help customers prepare documents conveniently and quickly in the following article.

Procedures For Exporting  Coffee To Japan

In the process of exporting port  Coffee to Japan, you need to follow the steps below:

  • Step 1: Check that exported Coffee are to Japan’s requirements
  • Step 2: Sign the sale and purchase contract, prepare the Coffee to meet the requirements, and clean and pack the exported Coffee.
  • Step 3: Carry out the quarantine registration procedure on the National One-Stop-Shop portal.
  • Step 4: Shipping
  • Step 5: Customs declaration
  • Step 6: Clearance procedures

Below, let’s go into detail step by step with Helena Coffee Vietnam

Check that exported  Coffee are to Japan’s requirements

You can check by talking to the buyer. They are the most knowledgeable about the procedures for importing coffee into their country.

Or you can contact the  Plant Protection Department to check if Coffee has been allowed to be exported to the buyer’s country and the quality criteria required by the importing country.

Customers can search on the website of the Plant Protection Department:

Signing the sale and purchase contract and preparing the Coffee for export

For  Coffee exported to Japan, you need to carefully check whether the Coffee has met the standards and whether the design and form have met the requirements. In addition, before exporting

  • Make sure the product is irradiated;
  • Phytosanitary;
  • Coffee is grown and harvested from standard growing areas;
  •  Check the quality of  Coffee to see if they meet the standards, the content and residue of pesticides in the plants;
  •  Ensure standards on how to pack Coffee into boxes and packages to avoid damage to Coffee;

In addition, if it is a product that needs to be refrigerated, it is necessary to pay attention to the following things:

  • Time to Harvest Coffee is enough;
  • Plant quarantine time;
  • Time for customs clearance, irradiation inspection, c/o, fumigation.
  • Delivery time;

This is a crucial step in exporting  Coffee to Japan. This step is not heavy on procedures but must be very careful to ensure the quality of farm Coffee is not returned.

Note:  Coffee should be insured and sold under the: FOB and the longest-term extended CIP. It is not recommended to sell Coffee under the group D incoterm, which will have many risks.

Carrying out plant quarantine procedures

Plant quarantine is crucial to determine whether exported  Coffee is of good quality and is necessary to help Japanese importers carry out procedures for smoothly importing agragrarianoducts into their country.

Currently, when quarantined, the quarantine agency not only checks the records but also brings the  Coffee to the agency for professional testing.

Therefore, your business needs to prepare Coffee of the right quality for the agency that issues the phytosanitary certificate quickly.

Inspection records include:

  • Referral
  • Quarantine registration form
  • Invoice
  • Packing list
  • Commercial contract
  • Certificates of planting area standards and product quality standards (if any)
  • Sample of Coffee to be quarantined (if necessary)

Transport Coffee

Coffee will be fascinated by refrigerated containers or trucks to the airport if transported by air.

Note: You need to arrange a reasonable time to limit electricity bills for refrigerated containers as well as complete export procedures

Sea transportation of  Coffee and exported fruits should buy the insurance and choose shipping lines with good service; going fast will help reduce the risk of damage and keep the profit rate.

Customs declaration

Logistics Solution will arrange the declaration and customs clearance during the packing time. At the same time, carry out plant quarantine procedures.

Phytosanitary will be performed before the date of international shipment. Typically,  Coffee will be sampled for quarantine at the port.

However, if the plant quarantine is assigned to check at the warehouse, your business will pay an additional travel fee for the quarantine officer.

At least 01 days before shipping the Coffee, you should prepare all export documents for the shipment. A customs dossier for exporting  Coffee to Japan includes:

  • Commercial Invoice: With the information of the seller, buyer, selling price (USD), incoterm, payment method (T/T or L/C or another method), invoice date, invoice number, description of Coffee,….
  • Packing List: With seller and buyer information, packing specifications (how many fruits/carton or depending on specifications), the weight of 1 piece, the importance of the total shipment, size of 1 article (Long) x width x height), the invoice number must coincide with the commercial invoice number, date…
    C/O – Certificate of origin: information about the input of the item, the output of the Coffee…
  • Information about the factory or sub-lease factory: name of production establishment, address, the full name of head, phone number, email, area, word of Coffee, information on quantity and type of machinery, personnel work, the output of the establishment. If it is a sub-tenant, a factory lease contract must be provided.
  • Quarantine registration dossier: The quarantine registration form is available, and Invoice, Packing List. Bill of lading/airway bill will be provided later for quarantine results after the train runs.
  • Other documents at the request of the importing country and the customer’s request
  • Check whether the digital signature has been registered with the customs, is still valid, or has the enterprise registered the trader profile to apply for a C/O,…

Note Procedures For Exporting Coffee To Japan

Coffee for export is transported by air, with clear regulations on the weight of Coffee and the weight allowed to be transported. Therefore, the aircraft only allows items with a moderate or small weight.

Shipping must clearly state the recipient’s address information. After completing the relevant documents, the  Coffee will be weighed and transported to the plane for export to Japan.

Follow the shipping schedule of  Coffee through the airline’s website to get the earliest information about changes.

Coffee exported to Japan must undergo quarantine and quality inspection

According to the provisions of law, exported Coffee subject to animal, plant, and aquatic quarantine must be quarantined before customs clearance.

The Ministry of Agriculture and Rural Development shall announce the List of Coffee subject to quarantine before customs clearance; regulations on procedures, quarantine records and specific standards for Coffee on this list.

Exported Coffee must ensure food safety; Exported Coffee must undergo medical quarantine, and exported Coffee must provide quality and technical regulations and comply with the Law on Product and Coffee Quality, the Law on Standards and Technical Regulations. Law, Law on Food Safety, Law on Prevention and Control of Infectious Diseases and guiding documents.

According to the provisions of the law on product and Coffee quality, technical regulations, food safety and other relevant laws, ministries and ministerial-level agencies, according to the function of public management, publish a list of exported Coffee subject to inspection for quality assurance, technical regulations and food safety before customs clearance and provide specific instructions on assessment and certification of the quality of exported Coffee.

To meet the requirements of management and quality control of exported Coffee, fight against illegal transhipment, protect the reputation of Vietnamese exports, and fight against commercial fraud, the Government assigned the Ministry of Industry and Trade to, from time to time, stipulate the export border gate for several Coffee.

Procedures for exporting Coffee to Japan

  • Firstly, for Coffee exported under permits, traders who want to export to Japan must obtain permits from relevant ministries and branches.
  • Second, procedures for exporting Coffee to Japan must ensure relevant regulations on quarantine, food safety and quality standards and must be inspected by competent authorities before customs clearance.
  • Thirdly, Coffee that is not on the List of Coffee banned from export or temporarily suspended from export and Coffee that does not fall into the prescribed cases must carry out procedures for exporting Coffee to Japan at the border gate Customs Sub-Department.

Simplify customs procedures

Harmonize customs procedures, where possible, with international standards and practical experience such as those introduced under the auspices of the Customs Cooperation Council

Promote cooperation, as appropriate, between the customs authorities and other national authorities of each Party, the business community of each Party, and other customs authorities from outside.

Each Party shall provide the affected Parties easy access to administrative processes and legal review of organizational measures relating to customs matters.

Japan increases coffee imports from the Vietnam market

Japan’s coffee imports from Vietnam in 2021 will reach approximately 101 thousand tons, worth 182.9 million USD, up 0.2% in volume and 7.7% in value compared to 2020.

According to the Import-Export Department (Ministry of Industry and Trade), citing data from the International Trade Center (ITC), in 2021, Japan will import 409.8 thousand tons of Coffee, worth approximately 1.32 billion USD. Up 2.7% in volume and 11.6% in value compared to 2020.

In 2021, the average import price of Coffee into Japan will reach 3,212 USD/ton, an increase of 8.7% compared to 2020. The average import price of Coffee from most primary sources increased, increasing the highest growth by 23.2% from Guatemala and the lowest increase by 5.9% from Brazil.

In 2021, Japan will increase coffee imports from Brazil and Vietnam and reduce imports from main supplying markets such as Colombia, Guatemala, and Ethiopia.

ITC show that Japan’s coffee imports from Brazil in 2021 will reach 146.4 thousand tons, worth 406.3 million USD, up 25% in volume and 32.5% in value. Compared to 2020.

Brazil’s coffee market share in Japan’s total imports will account for 35.73% in 2021, higher than the market share of 29.36% in 20

20. Japan’s coffee imports from Vietnam in 2021 will reach approximately 101 thousand tons, worth 182.9 million USD, up 0.2% in volume and 7.7% in value compared to 2020.

Vietnam’s coffee market share in Japan’s total imports decreased from 25.25% in 2020 to 24.62% in 2021.

According to estimates, Vietnam’s coffee exports in February 2022 reached 130 thousand tons, worth 304 million USD, down 20.4% in volume and 18.0% in value compared to January 2022 they compared to February 2021, an increase of 5.7% in volume and 40.1% in value.

Generally, in the first two months of 2022, Vietnam’s coffee exports are estimated at 293 thousand tons, worth $674 million, up 3.4% in volume and 35.6% in value over the same period in 2021.

Notably, exports of Robusta coffee to the German, Belgian and British markets grew at a high rate.

The European coffee-drinking culture has positively influenced the consumption of hot beverages in Japan, leading to an increase in the demand for Coffee among young people.

This encourages young people to consume instant Coffee at speciality cafes and branded coffee shops and encourages them to make their instant Coffee at home, driving demand for instant coffee increases.

Japan’s coffee imports recorded a 2-year low in 2020 and 2021 due to the negative impact of the Covid-19 pandemic. However, the popularity of Coffee is increasing and spreading globally, leading to an increase in demand for this commodity in Japan in the coming years.



Helena Coffee Vietnam

Helena Coffee Processing & Export in Vietnam | Helena., JSC, which was established in 2016, is a Vietnamese coffee exporter, manufacturer & supplier. We provide the most prevalent varieties of coffee grown in Vietnam’s renowned producing regions.

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