How to Export Coffee from Indonesia: Requirements and Document Guides

First decide who will export: your own registered business, a cooperative, or a third-party exporter. If you export under your own business, sign in to OSS and follow the current access and licensing guide.

1. Create/verify the business account and complete the business profile using the legal identity documents OSS currently requests.
2. In the business activity section, search the current KBLI by what you actually do: grow coffee, trade coffee, or roast/process it. These activities may have different codes. Do not copy an old code from a guide; OSS now publishes KBLI 2025 and a conversion tool.
3. Enter the real business location and activity details. Review the risk-based permits OSS displays for that activity and location; complete any required standard certificate or permit shown in your account.
4. Download the issued NIB and verify the legal name, address, activity scope, and status. Ask OSS or your local business service if the activity classification is unclear.

Keep: NIB PDF and the current OSS licensing records. NIB is the business identity; it does not by itself prove that every product or destination condition has been met.

OSS KBLI 2020–2025 conversion · OSS: coffee processing KBLI 2025

The product description and HS code affect customs declarations, tariffs, permits, and the buyer’s import clearance. Green beans, roasted/ground coffee, decaffeinated coffee, and extracts may fall into different subheadings.

1. Write the product precisely: green or roasted, whole or ground, decaffeinated or not, extract/instant or other preparation; include species/grade and packaging.
2. Ask the buyer/importer which HS code they use for import and have a customs broker (PPJK) check the matching Indonesian export classification. Do not rely on a code copied from another product or country.
3. Search the HS code and destination in INSW / Indonesia National Single Window to see applicable export restrictions, technical approvals, or agency requirements; save the result and date checked.
4. Compare your description, HS code, weight, and value across the invoice, packing list, PEB, origin certificate application, and transport booking.

Keep: written HS-code confirmation, INSW result, and product specification sheet. If classification is disputed, ask Customs/PPJK before contracting or shipping.

Before producing for export, agree in writing what the buyer will accept. A message saying “Arabica” alone is not a usable specification.

1. Confirm buyer’s legal name/address, destination country and port, importer-of-record, delivery terms (Incoterms version and named place), payment method, order volume, and delivery window.
2. Write the lot specification: origin, species/variety where known, process (washed, natural, honey, fermentation details), grade/screen, moisture/defect rules, cup profile if relevant, crop/lot code, bag type, net weight per bag, and tolerances.
3. Agree who arranges testing, treatment, labeling, insurance, freight, customs brokerage, and destination clearance. Ask the importer to send its current country/product requirement list before you finalize the offer.
4. Send a representative sample and get written acceptance tied to the lot or contract. Keep the sample ID, test results and approval with the order file.

Keep: signed contract or purchase order, accepted specification, sample approval, and buyer’s destination checklist. Never assume a laboratory certificate, halal certificate, or phytosanitary certificate is universally required; ask which authority or contract clause requires it.

These are core shipment records. Prepare them from the signed order and final packed lot. Customs lists invoice and packing list among documents uploaded with PEB.

Commercial invoice: include

• Exporter and buyer/importer legal names and addresses.
• Invoice number/date; contract or purchase-order reference.
• Clear goods description, origin, quantity, unit price, total value, currency, and agreed Incoterm with named place.
• Destination, payment terms, and any other fields required by buyer/bank.

Packing list: include

• Package count and type; marks/numbers on packages.
• Net and gross weight, dimensions if requested, and totals that reconcile to the invoice and booking.
• Lot/batch identifiers and product description matching the invoice.

1. Use a consistent product description and units throughout.
2. Check arithmetic and make sure packed quantities match the actual shipment.
3. Have the buyer/PPJK review drafts before filing; issue final signed/approved versions under your normal business process.
4. Store final PDFs and the underlying order/packing records.

Customs: mandatory supporting uploads for PEB

A phytosanitary certificate is a plant-health certificate. It is not automatically required for every coffee form and every country. The importing country’s plant-health rule for the exact product and origin determines whether it is needed and what declarations or treatments apply.

1. Before booking shipment, ask the importer for the official import condition for Indonesia + exact coffee form and ask whether the authority requires a certificate, inspection, additional declaration (AD), or treatment.
2. Have the importer provide the exact wording of any additional declaration and identify the official rule it comes from. Do not invent or copy sample AD wording from an online article.
3. Contact Badan Karantina Indonesia / the relevant plant-quarantine service and ask how to submit the current export-quarantine request. Barantin describes Single Submission (SSM) Ekspor as integrating quarantine treatment requests and customs declarations in one submission; confirm the route at your port/UPT because operational rollout may vary. Ask the agency about application timing, evidence, inspection location and fees. Barantin: SSM Ekspor and export services.
4. Prepare the actual lot, packaging, invoice/packing list, buyer condition, and other items the agency requests. Ensure shipment quantity, product name, origin and destination match the application.
5. Attend the inspection or provide access to the lot. Follow any official corrective action if a pest or other issue is found.
6. Check the issued certificate and any AD word-for-word against the importer’s permit/condition. Send it to the importer and retain a copy with the lot file.

Important: Do not plan treatment or fumigation unless the destination condition or competent authority calls for it.

A Surat Keterangan Asal (SKA/COO) proves origin under the relevant rules. A preferential SKA may support a tariff preference when the product meets the agreement’s origin rule; a non-preferential certificate serves other destination or buyer requirements. It is not one universal “ICO form” required for every shipment.

1. Ask the buyer which form is required, whether it is for a tariff preference, and what origin rule applies to your coffee.
2. If a tariff benefit is claimed, check the applicable agreement and origin criteria; keep production/purchase records and cost/origin evidence needed to substantiate them.
3. Register/use the Ministry of Trade’s e-SKA route for the appropriate SKA/COO and issuing office. Follow the portal’s current document list and application flow.
4. Submit the application with supporting records requested for that scheme. e-SKA may request PEB, invoice, packing list, B/L or AWB and origin/cost evidence, depending on the form and origin rule.
5. Track the application, respond to revision requests, then check name, goods, quantity, destination, origin statement, and reference numbers on the issued certificate before sending it.

Ministry of Trade: what SKA/COO does · e-SKA application flow

PEB is the Indonesian export customs declaration. It is submitted by the exporter or authorized party through the applicable customs service system. A PPJK can assist, but the exporter should review the data before submission.

1. Give your PPJK/customs contact the final invoice, packing list, NIB/business data, correct HS code, buyer/destination, quantity, package data, value/currency, transport and loading details, and any permits required by the INSW result.
2. Review the draft PEB line by line. Match description, HS code, quantity, weights, value, destination and Incoterm to the commercial documents. Correct errors before submission.
3. Submit through the current Customs system. Since 3 August 2026, Customs requires scanned invoice and packing list at initial PEB submission; without these, CEISA will not process the declaration. Follow any request for correction, other supporting evidence, payment, or inspection.
4. Once customs requirements are met, obtain the export service approval/ NPE (Nota Pelayanan Ekspor) as applicable. Coordinate release and loading with your forwarder/carrier; do not treat a submitted PEB alone as permission to load.
5. If the B/L/AWB is not available at initial submission, Customs says to upload one of the required transport documents through PEB correction within three days after carrier departure; the system auto-approves a timely correction. If it is already available, attach it to the initial PEB. Confirm the active procedure with Customs/PPJK for this shipment.

Customs references: mandatory upload guidance for invoice, packing list, and B/L/AWB · export flow, INSW validation, and NPE · FAQ tata laksana ekspor · Tata laksana ekspor.

The carrier/forwarder issues the transport document after the cargo is accepted or loaded, depending on the service and document type. It records the shipment and is not created by OSS or the exporter’s customs declaration.

1. Before dispatch, confirm booking, cut-off, container/bag details, shipper/consignee/notify-party spelling, ports, freight terms, and whether the buyer needs an original, telex release, or other release format.
2. Give the carrier/forwarder shipping instructions that agree with the invoice and packing list. Confirm who pays freight and insurance under the chosen Incoterm.
3. Review the draft B/L or AWB immediately. Check parties, ports, vessel/flight, package count, gross weight, goods description, and references; ask for correction before final issuance.
4. Send the final document to the importer/bank as contracted. Retain it with PEB/NPE and proof of shipment.

These are determined by the product, destination law, buyer specification, and any claim you make—not by a single list that applies to every coffee export.

1. Ask the importer which test parameters and laboratory/accreditation they will accept (for example pesticide residues, contaminants, moisture, or sensory specification); agree sampling and lot identity before testing.
2. Ask for destination label requirements for retail packs: language, ingredients, net quantity, origin, responsible importer, date/lot, nutrition or other declarations where applicable. Bulk green beans may follow different requirements.
3. Only apply for halal certification when required by the destination/product/claim or requested by the buyer. Verify that the certification body and recognition are accepted in that market; do not assume all BPJPH certificates are automatically recognized everywhere.
4. For organic, sustainability, or other claims, confirm scheme recognition, chain-of-custody and label rules before printing packaging or making the claim.

Ask the buyer to identify the applicable law, certificate issuer, accepted lab, test limits and validity period in writing.