What are Pre-shipment Samples?
Pre-shipment samples are physical samples drawn from a specific, finished coffee lot and sent to the buyer for final evaluation before that lot is shipped. Unlike offer samples, which are used earlier to generate buyer interest, pre-shipment samples confirm that the actual lot to be shipped matches the quality, flavor profile, and specifications the buyer agreed to purchase.
This step is a critical quality checkpoint in the trading process, giving buyers a final opportunity to verify quality and catch any issues, defects, or inconsistencies before the coffee is loaded and committed to transit.
Why Pre-shipment Samples Matter
Final quality verification: Pre-shipment samples confirm the actual lot matches contracted specifications, reducing the risk of receiving coffee that differs significantly from what was approved earlier in the process.
Defect and consistency checks: Cupping pre-shipment samples can catch processing defects, inconsistencies, or deterioration that may have developed since earlier sampling, before it's too late to address.
Contractual accountability: Approval of pre-shipment samples often serves as a formal step in the contract, giving both parties a documented quality reference point tied to the specific lot being shipped.
The Pre-shipment Sampling Process
Typically, once a lot is finished, milled, and ready for export, a representative sample is drawn and sent to the buyer, often alongside a certificate of analysis or grading report. The buyer cups the sample against the original offer sample or agreed specification. If approved, shipment proceeds; if there are significant discrepancies, the buyer and seller need to resolve the issue, which can range from a price adjustment to rejection of the lot.
Pre-shipment Samples in Commercial vs Specialty
In commercial coffee, pre-shipment sampling tends to focus on defect counts and grading consistency relative to contract specifications. In specialty coffee, the cupping evaluation is more nuanced, assessing not just defect-free status but whether the specific flavor characteristics that justified the purchase price are actually present in the final lot.
Where Nordic Approach Fits In
We cup pre-shipment samples for the lots we trade as standard practice, ensuring that what roasters ultimately receive matches what was originally sampled and agreed upon. This step protects both our producer partners and our roaster clients by catching any issues before coffee is committed to a multi-week ocean journey.
FAQ About Pre-shipment Samples
Q1: When are pre-shipment samples sent?
A1: After a coffee lot is finished and ready for export, but before it's loaded and shipped, giving the buyer a final chance to verify quality.
Q2: What happens if a pre-shipment sample doesn't match expectations?
A2: The buyer and seller typically need to resolve the discrepancy, which could involve a price renegotiation, re-sampling, or in some cases rejection of the lot.
Q3: How is a pre-shipment sample different from an offer sample?
A3: An offer sample is used earlier to generate buyer interest in a lot before purchase; a pre-shipment sample verifies the actual, finished lot matches expectations right before it ships.