by Wega- Tea import
China is the largest cradle of tea culture and one of the world's most important tea producers. Numerous green, black, white, oolong, pu-erh, and jasmine teas originate from there and are later sold on the European market. However, before Chinese tea reaches a Polish importer's warehouse, it must go through numerous stages – from selecting a producer and evaluating samples to transport, customs clearance, and checking the product's compliance with European Union requirements. What does importing tea from China look like in practice, and what should you pay particular attention to?
Why is China such an important destination for tea imports?
China has one of the longest traditions of tea production in the world. The vast climatic and geographical diversity means that individual provinces produce teas with very different properties and flavor profiles. Classic green teas such as Sencha, Gunpowder Whether Longjing, as well as jasmine teas, oolongs, black teas, white teas, pu-erh teas, and many flavored and specialty teas. Individual producers may offer the same type of tea in several quality classes, differing in leaf appearance, taste, aroma, and price. For importers, this means a vast selection, but also the need to precisely define the product they are looking for.
Step 1. Determining the type and parameters of tea
Importing tea from China begins even before contacting the producer. First, it's necessary to determine the product to be imported and what requirements it must meet. Considerations include the type of tea, its quality class, harvest date, leaf appearance and size, infusion color, aroma, and flavor profile. In the case of flavored teas or blends, the exact composition must also be determined. Product consistency is also crucial. Tea is an agricultural raw material, so subsequent harvests may vary. Therefore, the importer should consider not only the quality of a single sample but also the manufacturer's ability to provide the correct product for subsequent orders.
Step 2. Choosing a tea producer in China
Finding a supplier shouldn't be reduced to price comparisons. In long-term collaboration, the manufacturer's experience, product availability, production capabilities, quality of communication, and documentation regarding the tea offered are also important. In practice, cooperation can begin with the exchange of numerous communications regarding product parameters, order size, packaging, commercial terms, and delivery times. For a tea importer from China, it's particularly important to determine whether the supplier understands the requirements of the European market. A product approved for sale in its country of origin doesn't automatically meet all the requirements applicable in the European Union.
Step 3. Samples before ordering
Before purchasing a larger batch, it's standard practice to order samples. These allow you to evaluate the product before deciding to import. Primarily, the appearance of the dry leaf, its size and uniformity, the aroma, color of the infusion, and taste are examined. Leaves after brewing can also be assessed. It's worth comparing several products simultaneously. Differences between different grades of the same tea can be significant, while price differences don't always immediately indicate which product best meets the needs of a specific market. However, a commercial sample is only the beginning of the evaluation. Product safety is equally important when importing food.
Step 4. Verification of documentation and tea safety
Tea imported from China and placed on the European Union market must meet the requirements of applicable food law. One of the most important issues is the presence of plant protection product residues. EU maximum residue levels, or MRLs, also apply to food imported from third countries. The same EU limits apply to products on the EU market, regardless of whether they were produced within or outside the EU. Before shipping a larger batch, the importer may require appropriate specifications, certificates of analysis, or laboratory test results. The scope of documentation and testing should be consistent with the product and current requirements. This is a particularly important step, as the standards applicable in the Chinese and European markets may not necessarily be identical.
Step 5. Agreeing on price and commercial terms
Once the product is accepted, the final terms of the order can be determined. The price of one kilogram of tea is only one element of the actual import cost. Transport, insurance (if the buyer is responsible for this), port and forwarding services, customs clearance, testing, domestic transport, warehousing, and financial costs related to factors such as exchange rates must also be factored in. At this stage, delivery terms are also determined in accordance with the appropriate Incoterms® rules, along with payment method, packaging type, batch size, and product preparation time. Once the terms are accepted, the manufacturer can issue a PI (Proforma Invoice), which confirms the order and processes payment according to the agreed terms.
Step 6. Production and order preparation
Not every tea available from a producer is immediately in stock in the quantities needed to fulfill a large order. Some products must be prepared, sorted, packaged, or manufactured according to agreed-upon specifications. Seasonality also plays a role. For some teas, availability of a specific harvest is limited, and demand for specific products may be higher in certain months. Finished tea is typically packaged in bulk packaging to protect it from moisture, foreign odors, and other factors that may affect its quality during the multi-week transport.
Step 7. Organizing transport from China
For larger orders, sea transport is most often used. It is significantly slower than air transport, but for large quantities it is usually more economical. Tea can be shipped as FCL (Full Container Load).), when a container is used for a single customer's cargo, or as an LCL (Less than Container Load), when the shipment occupies only part of the container and is consolidated with other cargo. For FCL, 20- or 40-foot containers are most often used, and their selection depends on the quantity, volume, and weight of the order. Transport is organized in cooperation with a freight forwarder, who may be responsible for, among other things, booking, organizing the container's transport, liaising with the shipper, and providing the importer with information regarding the delivery process.
Step 8. Loading the container and leaving the ship
Once the goods are prepared, they are stuffed, meaning they are loaded into the container. The container must then arrive at the terminal before the carrier's designated cut-off time. The importer receives information regarding the planned transport, including the ETD (Estimated Time of Departure), the vessel's expected departure date, and the ETA (Estimated Time of Arrival), the estimated date of arrival at the destination port. Both dates are subject to change.
Step 9. What can delay the shipment of tea from China?
A container's journey from China to Europe doesn't always go according to the original schedule. Weather conditions, changes in ship schedules, delays to earlier sailings, port problems, or congestion (i.e., overloading of a terminal or port) can all impact delivery times. Not every container sails directly from the port of loading to the destination port. Transport may also involve transshipment, i.e., reloading the container onto another vessel at an intermediate port. Therefore, the ETA should be considered an estimated, not guaranteed, arrival date. This is particularly important for importers when planning their inventories. If a specific tea is needed before the peak sales season, a delay of several weeks could result in a disruption in product availability.
Step 10. Documents needed to import tea from China
A set of commercial and transport documents is required for delivery. Depending on the transaction terms and product type, these may include:
- Commercial Invoice – commercial invoice,
- Packing List – packing list,
- B/L (Bill of Lading) – sea bill of lading,
- Certificate of Origin – certificate of origin, if required or needed,
- product specifications,
- certificates and test results related to a given batch.
The exact set of documents depends on the product, the terms of the transaction and the current requirements for its import.
Step 11. Inspections of imported tea
Tea is a food of non-animal origin. However, this does not mean that every tea shipment from China is automatically subject to the same set of border checks. Most food of non-animal origin is not subject to mandatory inspection at a designated point before each entry into the EU. However, increased levels of inspection or special import conditions may apply to specific products and countries. These lists are updated based on risk assessments and the results of previous inspections. In such cases, additional requirements may arise regarding the shipment declaration, testing, or CHED-D document processed via TRACES. Before each delivery, it is important to check the current requirements for the specific product, CN code, and country of origin, rather than assuming the procedure will be identical to the previous container.
Step 12. Customs clearance
Once the goods arrive in the European Union, customs clearance is conducted. This requires, among other things, the correct classification of the goods, determining their customs value and origin, and presenting the required documents. Teas are classified under CN heading 0902, but further classification depends on, among other things, the type of tea and its packaging. Therefore, the code should not be selected solely based on the generic term "tea." In practice, importers often use the services of a customs agency, which prepares the declaration and represents the entrepreneur before customs authorities.
Step 13. Transport from port to warehouse
Once the required formalities are completed, the goods can be collected from the port and transported to the warehouse. Time is also crucial at this stage. Shipping lines and terminals define fee-free periods, and exceeding these can lead to additional costs, such as demurrage, detention, or storage. Therefore, efficient cooperation between the importer, freight forwarder, customs agency, and warehouse is crucial not only for the delivery time but also for the overall cost.
Step 14. Receiving tea into the warehouse
Upon arrival, the received goods are checked for compliance with the order. The number of packages, batch markings, packaging condition, and the product itself may be inspected. Maintaining traceability is crucial. EU food law requires businesses to be able to identify who received the product and to whom it was subsequently transferred. This requirement also applies to food imported from outside the EU. Only after the entire process has been completed can the tea be released for further distribution, packaging, or use in blending.
How long does it take to import tea from China?
There's no single answer. The entire process can take anywhere from several weeks to several months, as the ship's voyage itself is only one element. Transport time also includes finding or selecting the right product, sending and evaluating samples, negotiations, order preparation by the manufacturer, booking, transport to the Chinese port, any necessary transshipment, customs clearance, and delivery of the goods to the warehouse. A professional tea importer from China plans deliveries well in advance and takes into account the possibility of delays.
Tea importer from China – what is his role?
The importer's role doesn't end with ordering the tea and arranging its transportation. The importer introducing the product to the EU market must ensure that the imported food meets applicable requirements. In practice, this means combining several areas: product knowledge, collaboration with producers, quality control, food safety, logistics, documentation, and import regulations.
A good relationship with the Chinese manufacturer is just as important as familiarity with the procedures. With thousands of kilometers separating the supplier from the recipient, many issues must be resolved before the container is even sealed and headed to port.
From a Chinese plantation to a warehouse in Poland
Importing tea from China is a multi-stage process, in which decisions made at the outset can impact the entire subsequent delivery. Selecting the right producer and product, assessing samples, checking documentation and safety, properly planning transport, and efficient customs clearance help reduce the risk of problems once the goods reach Europe. Therefore, a package of Chinese tea sitting on a shelf later carries much more than just the voyage of a container ship from Asia. It often takes several months of work, during which the tea undergoes various stages – from sample and order from the producer to delivery of the finished batch to the importer's warehouse.
