If you’re buying specialty coffee in container loads on FOB or CIF terms, shipped straight to your port of destination, our logistics team has you covered. Planning ahead for shipment is key after you secured the best lots at the right price together with our team. That’s why we sat down together with our global logistics coordinator Hanna Wille to get her 3 most important tips and tricks after 4 years of Nordic Approach to stay ahead of things as the season progresses.
1. Communication: The Secret to Smooth Shipping
“Overcommunicate,” Hanna says, “and never assume something is obvious.” Different origins and destinations mean different people, processes, and expectations and small misunderstandings can turn into big headaches.
Usually, all communications regarding your shipment will go through our logistics team. They coordinate with producers and partners at origin, understand the cultures and contexts we work in, and guide you through the paperwork process. While we have experience with requirements across destinations, it’s ultimately you who will instruct us on the documents needed for your market. Our role is to support, flag potential risks, and make sure everything runs smoothly.
Hanna recalls one shipment that arrived at a port of destination only to be blocked by customs because a document that had not been required before suddenly became essential. Without it, the coffee would remain stuck at port and not enter the country of destination, but thanks to quick coordination the team managed to secure the paperwork and get the shipment released.
Clear, polite, and timely communication, plus providing document instructions and draft documents in advance, keeps the process flowing. Required documents often include the Original Bill of Lading or SeaWay Bill, ICO Certificate, Phytosanitary Certificate, Non-GMO Certificate, Organic COI, Certificate of Origin. Getting these right from the start avoids costly delays.
2. Organization: Keep Every Detail in Check
Even with perfect communication, logistics can go sideways if details slip through the cracks. Hanna emphasizes structured monitoring as the backbone of smooth operations.
Hanna remembers a lot of shipments where this was key. For example, once a shipment for a single roaster involved microlots from four different Peruvian suppliers. Orders, documents, and special instructions arrived in different formats at different times. Another time, a Bill of Lading looked fine at first glance and was already approved by the client until Hanna noticed the destination port was listed as the USA instead of Europe. Catching it early prevented a costly travel around the world for the exported coffee. By staying organized and tracking every container, the team kept everything on schedule.
Buyers can also track shipments themselves, like following any online delivery. Knowing exactly where your coffee is, from origin to final destination, allows you to anticipate delays and react before problems escalate. Hanna’s advice: “A little attention to detail at every stage goes a long way in preventing issues later.”
3. Planning: Expect the Unexpected
Even the best plans can be disrupted. Port congestion, geopolitical events, or lost documents are all realities of global coffee logistics. “You have to plan meticulously, but always leave room for the unexpected,” Hanna says.
She recalls a shipment that had everything confirmed, all documents in place, and departure scheduled, but a sudden delay at the port threatened to hold the container for weeks or months. Because the team had contingency plans, they were able to reroute and adjust schedules without impacting the roaster’s operations.
Hanna’s rule of thumb: Always anticipate possible disruptions, whether it’s shipping delays, port congestion, or paperwork surprises. Have alternate routes or timelines in mind, and keep communication with logistics teams, suppliers and clients open and immediate when plans shift. A bit of flexibility, backed by solid preparation, is the best way to make sure your coffee arrives safely and on time.
Smooth specialty coffee logistics is more than moving containers. It’s a combination of meticulous planning, clear communication, and constant monitoring. By working closely with the logistics team, staying organized, and planning for the unexpected, your coffee is guaranteed to reach its destination ready to be roasted.
