How to verify a coffee supplier
By the Vanguard Verify desk · Published 2026-10-25 · Updated 2026-10-25
Short answer: confirm the exporter in its country's official company registry, check that it is licensed or registered to export coffee with the national coffee authority, ask for pre-shipment samples, and make sure every shipment comes with an ICO certificate of origin validated by an approved certifying agency or customs at the port of export.
Green coffee is traded through a well-documented system. The International Coffee Organization (ICO) sets rules on certificates of origin, and most producing countries regulate who may export. That gives buyers several independent points to check.
Steps to verify a coffee supplier
- Company registry check. Confirm the legal name, registration number, status and address in the official registry of the exporter's country. Check the LEI on GLEIF if one is quoted.
- Export licence or registration. Many producing countries require coffee exporters to register with a national body. For example, the Coffee Board of India issues export registration, and the Philippines' DTI runs an accreditation programme for coffee exporters. Ask the supplier for its registration and confirm it with the authority directly.
- ICO certificate of origin. Under the ICO rules, certificates are validated by an approved certifying agency or the customs service at the port of export once it is satisfied the export is about to take place. The ICO publishes the list of exporting countries, their country codes, certifying agents and registered ports. Check that the agency and port on the certificate appear on that list.
- ICO identification mark. Each bag carries a mark in the format country code / exporter code / lot serial number. The country code should match the ICO list, and the exporter code should match the one on the certificate.
- Samples and grading. Ask for type samples before contract and pre-shipment samples (PSS) before loading. Agree the grade, screen size, defect count, moisture and crop year in the contract.
- Independent inspection and documents. Agree a named inspector for weight and quality, and match the B/L, phytosanitary certificate and certificate of origin to the contract. See how to verify a certificate of origin.
- Payment against documents. A documentary credit or documentary collection ties payment to shipping documents rather than to promises.
Red flags
- No export registration, or a registration you cannot confirm with the national authority.
- Origin claims that do not fit the producing calendar (for example, new-crop coffee offered long before harvest with no forward contract).
- Refusal to send samples, or samples that do not match the contracted grade.
- 100% advance payment requested by a company with no export history.
- A certificate of origin naming a port or agency that does not appear on the ICO list.
- Prices well below the market for that origin and grade with no explanation.
What to check, and where
| Item | Where to check |
|---|---|
| Company exists | Official company registry, GLEIF |
| Licensed exporter | National coffee authority of origin country |
| Certifying agent and port | ICO list of certifying agents and ports |
| Quality | Samples, independent inspection report |
For the general process across all commodities, see how to verify a commodity supplier.
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FAQ
Who issues an ICO certificate of origin?
An approved certifying agency or the customs service of the exporting member country, which validates it at the port of export.
What does the ICO mark on a coffee bag mean?
It identifies the country code, the grower or exporter code, and the serial number of the lot, in the format country/exporter/lot.
Do coffee exporters need a licence?
Many producing countries require exporters to register with a national authority. Ask for the registration and confirm it with that authority directly.
Should I pay in full before shipment?
Paying against shipping documents through a documentary credit or collection gives the buyer more protection than full advance payment to an unverified exporter.
Vanguard Verify is run by Vanguard Trade Capital Goods Wholesalers DWC-LLC, Dubai South, Licence 14282. This answer is general information, not legal or financial advice.