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Quality approval and claims

This topic explains how quality approval works in green coffee trade, what happens when shipments don’t meet contract specifications, and how claims are managed between buyers and sellers.

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Article 9 of 12 in Green Coffee Logistics & Buying/
Quality approval and claims

What is Quality Approval?

  • The formal acceptance of a coffee lot by the buyer after physical and sensory evaluation.
  • Based on contract specifications, pre-shipment samples, and landed sample verification.

Quality Approval Process

  1. Pre-shipment checks: Exporter provides lab results (moisture, a-w, defect counts, cupping score).
  2. Arrival inspection: Buyer cups landed samples and compares with pre-ship.
  3. Documentation review: Lot codes, certifications, and QA reports matched to shipment.
  4. Approval or rejection: Buyer decides if the lot meets contractual terms.

Common Grounds for Claims

  • Physical issues: Excess defects, broken beans, foreign matter.
  • Sensory issues: Lower cupping score than promised; off-flavors (phenolic, baggy, moldy).
  • Logistical issues: Moisture >12%, contamination, pest damage, or delayed shipment.
  • Documentation errors: Mismatched certifications, incorrect lot coding.

Claims Process

  • Buyer notifies seller/exporter of discrepancies.
  • Comparative cupping or third-party arbitration may be used.
  • Options:
  • Discount: Adjust price for lower quality.
  • Replacement: Seller ships new lot.
  • Rejection: Coffee returned or sold at lower grade.

Best Practices for Avoiding Claims

  • Ensure rigorous sampling protocols (offer, pre-ship, landed).
  • Document every QA checkpoint with lot codes.
  • Transparent communication between exporter, importer, and buyer.
  • Use certified labs or Q graders for dispute resolution.

Market Implications

  • Frequent claims damage producer/exporter reputation.
  • Buyers prefer suppliers with proven reliability and transparent QA systems.
  • Well-handled claims protect long-term trade relationships.

Lasting Importance

Quality approval and claims are critical control points in green coffee logistics. By maintaining strict QA standards and clear dispute procedures, producers and buyers build trust, minimize losses, and ensure that coffee reaching consumers meets promised quality.

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Coffee Basics Nerds

Written by : Coffee Basics Nerds

Expert coffee historians and brewing enthusiasts dedicated to sharing the rich heritage and techniques behind your perfect cup of coffee.

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