Importing green coffee requires as much logistical precision as mastery of the roasting profile. In the 2025/2026 landscape, mastering Incoterms 2020 is no longer a mere bureaucratic step, but the only way to secure your investment and bean quality.
In this guide, we analyze how to apply these rules to ensure that microlots from iconic regions such as Brazil, Colombia, or Ethiopia arrive in Italy in impeccable condition.
What are the main updates in Incoterms 2025/2026?
While the basic structure remains faithful to the ICC updates, for 2025 and 2026 there is a strong push toward the digitalization of transport documents and greater transparency in supply chain sustainability.
Companies must be prepared for more fluid management of customs data and clauses that reflect stricter environmental standards in maritime transport.
Guide to terms: What are the current Incoterms for coffee?
To navigate the global coffee market with confidence, it is necessary to distinguish between the different categories of terms:
Navigating the options: What are the types of Incoterms?
Not all delivery terms are equal, especially when the goal is to preserve the organoleptic complexity of a microlot. We can divide the options into two major logistical approaches:
- Multimodal Solutions: These are the most versatile (EXW, FCA, CPT, CIP, DAP, DPU, DDP). They adapt to any transport combination, from the truck leaving the fazenda to the final delivery at the roastery.
- Rules for Maritime Transport: Terms such as FAS, FOB, CFR, and CIF were created for the sea. In our industry, they represent the standard for managing large volumes in containers crossing the ocean.
What are the main Incoterms codes in the industry?
In the daily trade of green coffee, three acronyms dominate negotiations due to their operational clarity:
- FOB (Free On Board): The producer is responsible for the coffee until it is loaded on board the vessel at the port of departure. From that point forward, transport and risks pass to the buyer.
- CIF (Cost, Insurance, and Freight): A “package” solution where the seller covers freight and insurance to the port of arrival. It is convenient, but be aware: the risk transfers to the buyer the moment the goods are loaded on board the vessel at the port of origin, even though the seller continues to pay for transport and insurance to the port of destination.
- DAP (Delivered At Place): Perhaps the most appreciated term for those seeking maximum peace of mind, as delivery occurs at an exact agreed-upon point, ready for unloading.
What is the difference between EXW and DAP?
Choosing EXW (Ex Works) means taking charge of everything: from the farm gate to the export customs. It is an option that often complicates life for the roaster, as it exposes them to too many bureaucratic variables in distant countries.
In contrast, DAP is the strategic choice for those who want to focus on quality: the seller manages the logistical chain to your warehouse, drastically reducing your operational headaches.
What is the difference between CIF and DAP Incoterms?
The difference is subtle, but it can significantly impact your balance sheet. With CIF, even though the seller bears the costs of transport and insurance, the risk passes to the buyer the moment the coffee is loaded onto the ship.
With DAP, however, responsibility remains with the seller until the goods arrive at their destination. In other words, it is the difference between following the container’s journey with serenity and finding yourself managing an insurance claim for coffee that arrived wet or compromised.
What is the difference between DAP and DDP?
The fundamental distinction lies in customs formalities:
- DAP: the buyer pays customs duties and VAT upon arrival in Italy.
- DDP (Delivered Duty Paid): the seller assumes the obligation to clear the goods through customs and pay all taxes. Note: in Italy, DDP can be complex for foreign sellers due to local tax regulations.
Impact of Incoterms 2025 on maritime transport and coffee importation
The transition to 2025/2026 standards has critical implications for the green coffee supply chain:
- Preservation of quality: new digital documentation requirements facilitate the monitoring of ventilated containers, which is essential to prevent moisture from ruining a microlot during maritime transport.
- Risk management: an incorrect choice of Incoterms in countries like Brazil or Ethiopia can make the roaster responsible for damages in transshipment ports, where coffee is most vulnerable.
- Hidden costs: a lack of clarity on “Who pays customs with DAP” or on port fees in the new regulatory frameworks can generate costly delays that compromise the freshness of the bean.
What is the most commonly used Incoterm for purchasing specialty microlots?
Generally, FCA (Free Carrier) or DAP (Delivered At Place) is preferred. While FCA allows the roaster to have greater control over the cold chain and maritime transport from the origin, DAP is ideal for those who want the coffee to arrive directly at their roastery without having to manage international logistics.
How does the new SCA Value Assessment affect the choice of Incoterm?
The new SCA system emphasizes extrinsic attributes, such as coffee sustainability. Choosing an Incoterm that allows for clear documentary traceability from the plantation (such as FCA) facilitates compliance with these new value assessment standards.
Esperanto Specialty Coffee: Technical control at the source for excellence in sensory profiles
Navigating the complexity of international logistics should not be an obstacle to accessing the world’s best beans. At Esperanto Specialty Coffee, we understand that technical expertise in importation is the necessary bridge to protect the producer’s effort and the roaster’s vision.
- Alignment with the SCA Value Assessment: we do not just look for the cupping score; we manage every logistical stage to ensure that the extrinsic (traceability, sustainability) and sensory characteristics of our microlots remain intact according to the new global standards.
- Quality guarantee: thanks to rigorous risk management and the use of the best hands and equipment in Italy, our coffee guarantees an authentic and responsible sensory experience.
- Total transparency: we act as a strategic ally, simplifying the transition to Incoterms 2025/2026 so that our partners can focus on what they do best: creating an authentic and responsible sensory experience.
Choosing Esperanto Specialty Coffee means relying on a team that masters logistical techniques so that the art of coffee shines in every cup.
Frequently Asked Questions
Are Incoterms mandatory? No, they are voluntary contractual clauses, but their inclusion is essential for defining responsibilities.
Who pays customs with DAP? In this case, the responsibility for import and customs expenses falls on the buyer.
What happens if the coffee suffers moisture damage during maritime transport? Responsibility depends on the “risk transfer point” of the chosen Incoterm. In terms like FOB or CIF, once the coffee is on board the vessel, the risk is borne by the buyer. Therefore, it is essential that contracts specify the use of ventilated containers or GrainPro type bags to protect sensory characteristics.
Do Incoterms regulate the transfer of ownership? No. They only regulate the transfer of risks and costs; ownership must be defined in another clause of the contract.
How to indicate Incoterms on an invoice? It is essential to indicate the term followed by the specific geographical location (e.g., DAP Via Roma 1, Milan, Incoterms® 2020).
What is the risk of using EXW in producing countries like Brazil? EXW can be extremely complex because the roaster (buyer) must manage export customs clearance in the country of origin. Many local producers are not authorized to carry out direct export procedures, which can cause legal blocks and delays that compromise the freshness of the coffee.
How many Incoterms officially exist? Currently, there are 11 official terms divided into rules for any mode of transport and specific rules for maritime transport.