Sourcing coffee from a European manufacturer is a structured process. Buyers who approach it step by step — brief first, supplier search second, sampling third, commercial negotiation last — consistently get better outcomes than buyers who jump straight to price negotiations without a clear product specification.
This guide covers the full sourcing journey from initial brief to first shipment.
Step 1 — Define Your Product Brief
Before contacting any factory when looking how to source coffee from Europe, have a clear brief ready. At minimum this should include: product type (whole bean, ground, capsule, instant), roast profile preference, blend or single origin, target market, volume per order, and packaging requirements. A factory cannot quote accurately without this information.
Step 2 — Identify Certified Manufacturers
For most export markets, your manufacturer must hold IFS Food or BRC certification at minimum. If exporting to the USA, FDA registration is also required. Build a shortlist of factories that hold the certifications your target market requires before initiating contact.
Trade directories, industry events (HOST Milano, World of Coffee), and referrals from industry contacts are the most reliable sources. Cold outreach to factory websites is also effective if your brief is clear and professional.
Step 3 — Request Samples
Always request product samples before committing to an order. A reputable European manufacturer will provide samples at no cost or against a refundable deposit. Evaluate samples against your brief — roast consistency, grind particle size if applicable, packaging quality, and documentation provided with the sample.
Step 4 — Review Certifications and Documentation
- Request current IFS or BRC certificate (check expiry date)
- Confirm FDA registration number if exporting to the USA
- Ask for a sample Certificate of Analysis (COA) and Certificate of Origin
- Confirm what export documentation they provide as standard
Step 5 — Negotiate Commercial Terms
Once samples are approved and documentation verified, move to commercial terms: pricing per unit, MOQ, payment terms (T/T in advance is standard for first orders), lead times, and packaging specifications. Get everything in a formal proforma invoice before transferring funds.
Step 6 — Place Your First Order
Start with a smaller first order even if you plan to scale. This validates the factory’s production quality at commercial volume, not just sample level, and lets you test the logistics chain before committing to large volumes.
Source Coffee from Europe with Burdet
Burdet Coffee manages the sourcing process for clients across the USA, Gulf, Europe, and Asia — from brief to shipment. Download catalogue or contact us to discuss your requirements or download our catalogue.
New to private label? MyOwnCoffeeBrand.com offers a free guide that covers the full process in detail before you engage a manufacturer.
Written by Khansaa Ruiz · Coffee Industry Consultant · Burdet Coffee · Madrid, Spain
