The most common mistake first-time buyers make is contacting a European coffee factory before they are ready. A professional factory will ask specific questions from the first email. Being prepared for those questions makes the process faster and signals that you are a serious buyer.
Before You Make Contact — What to Have Ready
- Coffee format — whole bean, ground, capsule, instant, or drip bag
- Target market — Europe, USA, Gulf, Asia
- Approximate first order volume
- Packaging artwork or confirmation that you need design support
- Target launch date
The First Email — What to Say
Keep your first message short and professional. State who you are, what you want to produce, your approximate volumes, and your target market. Ask for minimum order quantities, lead times, and certification documents. Do not ask for pricing in the first email — pricing depends on specifications not yet agreed.
Requesting and Evaluating Samples
Any serious European factory will send you coffee samples before you place an order. Request samples closest to your target profile. Brew them the way your end customer will brew them. Evaluate honestly.
The Quotation and Specification Process
Once you have selected your product, the factory will produce a quotation based on your agreed specification. Review carefully:
- Price per unit at your requested volume
- Minimum order quantity
- Lead time from order to despatch
- Packaging included or quoted separately
- Payment terms
Placing the Order
For first orders, most European factories request 100% payment upfront or a 30 to 50 percent deposit before production begins, with the balance due before shipment. Ensure you receive a pre-shipment sample or photographic confirmation of finished production before approving the final balance.
Export Documentation
Your factory or freight forwarder will prepare the export documentation — commercial invoice, packing list, certificate of origin, and any market-specific certificates. For the USA, FDA Prior Notice is required. For Gulf markets, a health certificate and legalised documentation may be needed.
New to Private Label Coffee?
If you are just starting out and want to understand the full process before contacting a manufacturer, we recommend the free beginner’s guide at MyOwnCoffeeBrand.com — it covers suppliers, packaging, real costs, and the most common mistakes new brands make.
Feel free to download the Burdet catalogue or contact us.
Written by Khansaa Ruiz · Coffee Industry Consultant · Burdet Coffee · Madrid, Spain
