Buying coffee is only part of the planning process. If you are a specialty coffee roaster outside the EU, you also need to consider how and when your coffee will reach your roastery. Freight times, customs clearance, and shipping costs can have a significant impact on your purchasing schedule. While we are transparent about the cost of our coffee, we believe the same should apply to shipping. This guide explains the main shipping options available when buying coffee from our European warehouse, what to consider when planning a shipment, and where responsibilities sit once the coffee leaves our warehouse.
Plan your shipment before you need the coffee
The most important thing to remember about international coffee shipments is that the coffee needs to be on its way before you actually need it.
For European destinations, road transport can typically be relatively quick. For destinations further afield, ocean freight is usually more economical but takes considerably longer. You also need to allow time for customs clearance and transport from the port or airport to your roastery.
As a general guide, ocean freight can take several weeks at sea, followed by additional time for customs clearance and final delivery. Actual transit times vary depending on the destination, shipping route, carrier, port conditions, and customs procedures.
And, of course, things don't always go according to plan. Delays can happen at any stage of the journey, so building some buffer into your purchasing schedule is always a good idea.
The earlier you plan your shipment, the more options you have.
Your shipping options
For most shipments, the main options are air freight and ocean freight. The right choice depends on how much coffee you are shipping, how quickly you need it, and the cost you are willing to absorb.
Air Freight
The Incoterm is CPT (Carriage Paid To).
Air freight is generally the faster option and can make sense when you need a smaller shipment quickly or need to bridge a gap in your coffee supply. We use either international courier services or commercial airlines, depending on the shipment. The downside is straightforward: air freight is significantly more expensive than shipping by sea, particularly as the weight of your shipment increases. Every additional kilo adds to the cost.
Ocean Freight
The Incoterm is CFR (Cost and Freight)
For larger shipments and longer distances, ocean freight is generally the more economical option. Shipping by sea is particularly relevant when moving pallets of coffee to destinations in Asia Pacific, Africa, the Middle East, and other markets outside Europe. The trade-off is a longer and less predictable transit time, so it requires more planning. If you're considering shipping one or more pallets from our European warehouse, your sales representative can provide the current freight options and costs for your destination.
What happens after the coffee leaves our warehouse?
When shipping outside the EU, it is important to understand what is—and isn't—included in your freight arrangement.
Our shipments are port-to-port or airport-to-airport. This means that you are responsible for arranging the next steps once the coffee arrives at the destination port or airport.
These may include:
- Customs clearance and import procedures
- Import duties and taxes
- Handling or storage charges at the port or airport
- Transport from the port or airport to your warehouse or roastery
- Any additional local requirements or documentation
Customs regulations and import requirements vary between countries, and they can change over time. As we work with roasters across many different markets, you are responsible for understanding and managing the import requirements in your country.
If you're unsure about what your shipment requires, check with your customs authority, freight forwarder, or customs broker before the coffee leaves Europe.
What does the freight cost include?
The exact cost and scope of a shipment depends on the destination, shipping method, shipment size, and current freight rates.
For shipments arranged through Nordic Approach, the freight cost may include:
- Palletizing on EURO pallets
- Export fees and clearance
- Transport from our warehouse in Zeebrugge to the relevant airport or port
- Main carriage to the named destination
Additional destination-side costs, such as import duties, customs clearance, local handling, and transport to your roastery, are generally not included.
Your sales representative can confirm the current freight arrangement and any specific requirements for your destination.
A simple way to plan your coffee shipment
When planning an international coffee purchase, work backwards from the date you need the coffee at your roastery. Consider:
1. When will you need the coffee?
Start with the date the coffee needs to be available for production.
2. How much coffee do you need?
The size of the shipment can make a significant difference to the most economical freight option.
3. How much transit time do you need to allow?
Consider both the journey itself and customs clearance and final delivery.
4. Do you need a buffer?
We recommend allowing extra time for unexpected delays, particularly when using ocean freight.
5. Who is handling the destination-side logistics?
Make sure you know who will handle customs clearance and transport from the port or airport to your roastery.
Planning ahead doesn't eliminate every possible delay, but it gives you much more room to deal with them when they happen.
If you're planning a shipment outside the EU, get in touch with your Nordic Approach sales representative. We can help you understand the available freight options and provide the information you need to plan your shipment.
