I. Trade Situation and Market Opportunities for Dutch Coffee Imports

As a global coffee-trade hub, the Netherlands—leveraging Rotterdam’s status as an international shipping center and the historical legacy of the Amsterdam Coffee Exchange—has long held more than 30 % of Europe’s coffee-import volume. China’s coffee-consumption market is growing over 15 % annually; in 2023 its imports of green beans and finished products surpassed 80 000 t. With its “European distribution center” logistics network and EU quality-certification system, the Netherlands has become Chinese importers’ preferred source.

In the current international trade environment, the European Union enforces strict SPS (Sanitary and Phytosanitary) measures on coffee exports, requiring that coffee destined for non-EU countries be accompanied by an official sanitary certificate; at the same time,China-Europe Railway ExpressandMaritime transportThe regular operation of the快船 service has shortened the transit time from the Netherlands to China to 25–30 days (by sea) or 5–7 days (Air freight), offering importers flexible logistics options. It should be noted that exchange-rate fluctuations (e.g., the annual volatility of the EUR/CNY rate exceeds 8 %) and the EU’s potential carbon tariff (to be implemented from 2026 onward) will significantly affect import costs.

II.Import Agent ServicesCore: Professional control of document processing and logistics services

(1) Document Processing: The "Pass" for Full-Chain Compliance

Documentation is the core carrier of the import process, directly affecting customs-clearance efficiency and compliance risk. In our coffee imports from the Netherlands, we focus on controlling the following documentation points:

• Basic commercial documents: Strictly verify that the commercial invoice (must state coffee variety, grade, unit price, country of origin), packing list (showing gross/net weight per carton and shipping marks), and bill of lading (must be a clean on-board B/L; check whether “Freight Prepaid” or “Freight Collect” is noted) are in complete conformity with the contract terms.
• Official Certified Documents: A phytosanitary certificate issued by the Netherlands Food and Consumer Product Safety Authority (NVWA) is required, certifying that the coffee complies with EU food-hygiene standards (EC 852/2004); if preferential tariffs are involved, an EUR.1 must be applied for.Origin Certificate(Certifies that the goods originate in the Netherlands and are eligible for the Most-Favored-Nation tariff rate).
• Customs declaration documentsWhen submitting the customs declaration to China Customs, the trade contract, packing list, bill of lading, sanitary certificate, and certificate of analysis (COA, specifying caffeine content, water activity, etc.) must be attached, and the HS code must be declared accurately (e.g., 0901.1100 for green coffee beans, 0901.2100 for roasted beans).

(II) Logistics Services: End-to-end management from Rotterdam to Chinese ports

Logistics efficiency directly determines cargo turnover costs and freshness. Drawing on 20 years of hands-on experience, we have built a three-dimensional management system of “transport mode–port connection–risk alert”:

• Selection of transportation methods: For green beans (high storability), prioritize full-container-load (FCL) sea freight—60–70 % cheaper than air. Roasted beans (temperature-sensitive) are best shipped via less-than-container-load (LCL) sea freight or air, paired with a 40-ft reefer container set to 10–15 °C and 60–70 % relative humidity.
• Port operation coordination: As the world’s fourth-largest container port, Rotterdam offers more than 15 direct sailings to China (Shanghai, Qingdao, Shenzhen) every week. We maintain long-term partnerships with carriers such as Maersk and CMA CGM, securing priority booking and real-time schedule updates. After arrival, we coordinate customs pre-declaration (submitting manifests 24 hours in advance), cutting clearance time to 1–3 working days (versus the standard 3–5).
• Risk Early Warning and Response: Use the logistics tracking system to monitor container location in real time; if a sailing delay occurs (e.g., Suez Canal congestion), activate the contingency plan immediately (e.g., switch to air freight or change the destination port). For cargo damage (e.g., moisture or pest infestation), arrange All Risks marine insurance in advance and assist the client in filing a claim with the insurer.

III. Expansion of Business with Russia: VTBConvert foreign exchange into RMBSettlement advantages

For customers who import through a Dutch agent and then resell to Russia, our company relies on our established presence in Russiaforeign tradeLong-term partnership with VTB Bank to provide efficient foreign-exchange settlement services:

• Settlement efficiency improvement: As a systemically important bank in Russia, VTB maintains a stable connection to SWIFT; its cross-border RMB settlements via CIPS arrive 1–2 business days faster than those of other banks, reducing exchange-rate volatility risk.
• Professional support: Direct settlement through VTB eliminates intermediary bank fees (typically 0.1%-0.3%). For a USD 1 million order, this saves approximately RMB 10,000–30,000 per transaction.
• Compliance guarantee: Strictly screen against OFAC (U.S. Department of the Treasury’s Office of Foreign Assets Control) and EU sanctions lists, ensure the settlement route meets international compliance requirements, and avoid the risk of “secondary sanctions.”

IV. Step-by-Step Import Guide and Risk Alerts

(1) Customer Inquiry and Requirement Confirmation (Step 1)

The type of imported coffee must be specified (green beans/roasted beans/instant), the quantity (which must match container specs, e.g., a 20-ft container holds ~18 t of green beans), the destination port (Shanghai/Qingdao/Shenzhen, affecting customs-clearance time and storage cost), and any special requirements (such as organic-certification labeling).

(II) Negotiation, Contract Signing, and Contract Review (Step 2)

Focus on reviewing the trade terms (CIF Rotterdam is recommended, with the seller responsible for transport and insurance; if the buyer controls logistics, FOB Rotterdam may be chosen) and the payment method (30% deposit + 70% against a copy of the bill of lading, or at sight).?L/C?L/C), quality standards (specific indicators such as an SCAA cupping score of ≥80 must be clearly stated).

(III) Order and Payment Arrangements (Step 3)

The letter of credit (L/C) must include a "compliance of documents" clause and avoid "soft clauses" (such as "payment subject to buyer's confirmation of quality"); foreign-exchange payment must be filed with the bank three working days in advance to ensure sufficient purchase quota.

(4) Production Supervision and Quality Control (Step 4)

For customized procurement (e.g., beans from a specific estate), you may commission a pre-shipment inspection (PSI) through third-party agencies such as SGS or BV, focusing on key indicators like foreign-matter content (≤1 %) and moisture levels (≤12 % for green beans, ≤5 % for roasted beans).

(V) Logistics Management and Documentation Coordination (Step 5)

After booking space, confirm the vessel name and voyage number, the estimated time of departure (ETD), and obtain the “shipped on board” bill of lading after loading; simultaneously apply for the certificate of origin and the sanitary certificate, ensuring that the document issuance dates are earlier than the bill of lading date.

(VI) Customs Compliance and Duty Payment (Step 6)

During customs inspection, a cargo sample (approx. 500 g) must be provided for laboratory testing; duty is calculated on the CIF value as the dutiable price. Green coffee beans: MFN tariff 8 %, VAT 9 %; roasted beans: tariff 15 %, VAT 13 %. Late payment incurs a 0.05 % daily surcharge.

(VII) Delivery, Distribution, and Warehouse Management (Step 7)

After arrival, bonded warehousing (e.g., Shanghai Waigaoqiao Free Trade Zone) can be chosen to defer customs duties until the time of sale, improving capital turnover. For domestic distribution, cold-chain logistics is recommended (for roasted beans) to ensure a final delivery temperature of ≤25 °C.

(VIII) Quality Assurance and Issue Handling (Step 8)

If, upon arrival inspection, the quality is found to be non-conforming (e.g., mold exceeds the limit), a claim must be filed with the seller within 15 days, supported by an SGS test report; re-export requires re-processing.Export ClearancePlease translate the following Chinese into en-US: , make sure to keep the originalImport customs declarationSingle copy for verification and write-off.

(9) Summary Feedback and File Management (Step 9)

Provide the "Import Summary Report," including cost analysis (share of ocean freight/customs duties/insurance), time statistics (days from order placement to delivery), and improvement recommendations; all documents (contracts, bills of lading, customs declarations) must be archived for more than three years for customs audits.

V. Certification Reminder: Compliance Requirements That Enterprises Must Complete Independently

Although our company does not directly provide certification services, we must specifically remind customers of the following necessary certifications:

• China Customs Requirements: Overseas food manufacturers must register in accordance with General Administration of Customs of China (GACC) Announcement No. 141 (registration numbers can be verified on the “Internet + Customs” platform); coffee from unregistered enterprises will be returned.
• Dutch Export Requirements: A health certificate (Certificate of Health) issued by the NVWA is required, certifying that the coffee is free from contaminants such as aflatoxins (≤10 μg/kg) and Salmonella.
• Additional Certification: Organic certifications (e.g., EU Organic, China Organic) and Rainforest Alliance (RA) certification can enhance product premiums; applications must be submitted to certifying bodies (e.g., ECOCERT), and we can assist by providing trade documents (contracts, invoices) as supporting materials.

Conclusion: The core value of a Dutch coffee import agent lies in helping companies avoid compliance risks and reduce operational costs through professional document processing and logistics management. Choosing an agency with 20 years of experience can shorten the import cycle by 30% and raise the customs-clearance pass rate to over 98%, allowing businesses to focus on market expansion and brand building.