B2B Organic Tea Ordering: A Complete Guide to Requirements, Process & Best Practices

---

Introduction

Ordering organic tea for your business is fundamentally different from retail purchasing. B2B tea procurement involves larger volumes, specific quality standards, complex logistics, and relationship-based negotiations. Whether you're a café chain sourcing your house blend, a specialty retailer building inventory, or a distributor serving multiple clients, understanding the B2B ordering process is essential for success.

This comprehensive guide walks you through everything you need to know about ordering organic tea wholesale—from initial inquiry to successful delivery and beyond.

Understanding B2B Tea Ordering vs. Retail

Key Differences

| Aspect | Retail Ordering | B2B Ordering | |--------|----------------|--------------| | Minimum Quantity | 50g - 1kg | 25kg - 500kg+ | | Pricing | Fixed retail price | Negotiable, volume-based | | Payment Terms | Immediate payment | 30-60 day terms possible | | Customization | Limited/none | Custom blends, packaging | | Quality Control | As-is | Specifications, sampling, testing | | Delivery | 2-7 days | 4-12 weeks (international) | | Relationship | Transactional | Partnership-based | | Documentation | Receipt | Contracts, COAs, certifications |

Phase 1: Pre-Order Preparation

Step 1: Assess Your Needs

Before reaching out to suppliers, clarify your requirements:

#### Volume Assessment

Calculate your annual consumption:

• Average cups sold per day × tea per cup (2-3g)
• Multiply by 365 days
• Add 20% buffer for growth and seasonality

• 50 cups/day × 2.5g = 125g/day
• 125g × 365 = 45.6kg/year
• Plus 20% buffer = ~55kg annual need

• Project sales based on current customers
• Add anticipated new customers
• Factor in 2-3 month inventory buffer

#### Quality Requirements

Define your specifications:

• Whole leaf (FTGFOP, TGFOP, FOP for black tea)
• Broken grades (GFBOP, FBOP)
• Fannings or dust (for tea bags)
• Orthodox vs. CTC processing

• Flush preference (first, second, autumn)
• Oxidation level (for oolong)
• Roast preference (for certain tea types)
• Organic certification requirements
• Fair trade or other certifications

• Economy grade: $8-$15/kg
• Standard grade: $15-$30/kg
• Premium grade: $30-$60/kg
• Super premium/specialty: $60-$200+/kg

#### Budget Planning

• Tea cost (FOB or CIF)
• Shipping & freight
• Import duties & fees
• Testing & certification
• Storage & handling
• Working capital for inventory

• Tea @ $20/kg: $10,000
• Freight & import: $2,500
• Testing: $500
• Contingency (10%): $1,300
• Total: $14,300 (~$28.60/kg landed)

Step 2: Find Qualified Suppliers

#### Source Types

• Pros: Best pricing, quality control, freshness
• Cons: Higher MOQs (200-500kg), more logistics management
• Best for: Established businesses with consistent volume

• Pros: Lower MOQs (50-100kg), multiple origins available, export expertise
• Cons: Slight markup over farm prices, less control over sourcing
• Best for: Smaller buyers, those wanting variety

• Pros: Small MOQs (10-25kg), local delivery, immediate availability
• Cons: Higher pricing, less freshness guarantee, limited customization
• Best for: Small businesses testing products, urgent needs

#### Supplier Vetting Criteria

• [ ] Valid organic certification (USDA-NOP or equivalent)
• [ ] FDA facility registration (for U.S. imports)
• [ ] Export license/experience
• [ ] Minimum 3 years in business
• [ ] Verifiable references from current customers
• [ ] Financial stability (for payment terms)

• [ ] Provides recent lab test results
• [ ] Offers pre-order samples
• [ ] Has quality control systems
• [ ] Maintains traceability records
• [ ] Willing to provide facility visit opportunity

• Reluctance to provide certifications
• No sample program
• Pressure for immediate large orders
• Pricing significantly below market (too good to be true)
• Poor communication or evasiveness
• No references available

Phase 2: Initial Contact & Sampling

Step 3: RFQ (Request for Quotation)

Your initial inquiry should include:

``` Dear [Supplier Name],

I am [Your Name], [Title] at [Company Name], a [describe your business] based in [location]. We are interested in sourcing organic [tea type] for our [use case: retail, café, distribution].

• Tea Type: [e.g., Organic Assam Black Tea, Orthodox, GFBOP grade]
• Estimated Volume: [XXX kg annually, starting with XXX kg trial order]
• Packaging: [bulk 5kg bags / retail-ready / custom]
• Certifications Needed: USDA Organic [add others: Fair Trade, etc.]
• Delivery Location: [Your city/port]
• Timeline: [When you need first delivery]

• Product specifications sheet
• Current pricing (FOB/CIF)
• Minimum order quantity
• Sample availability
• Lead time
• Payment terms
• Current organic certificate
• Recent lab test results
• 2-3 customer references

We're looking for a long-term partnership with the right supplier.

Best regards, [Your Name] [Contact Information] ```

Step 4: Sample Evaluation

• Request 50-100g per tea variety
• Expect to pay for samples + shipping (typically $20-$50)
• Request samples from the current harvest/lot
• Ask for sample documentation (lot number, production date, test results)

• Uniformity of leaf size and color
• Absence of stems, dust, foreign matter
• Proper moisture content (not too dry/brittle, not damp)
• Characteristic appearance for tea type

• Fresh, characteristic aroma (no mustiness, staleness)
• No off-odors (chemicals, smoke, mold)
• Intensity appropriate to tea type

• Water: 3g tea per 150ml water
• Temperature: According to tea type (170-212°F)
• Time: 3-5 minutes for evaluation
• Equipment: White porcelain gaiwan or tasting cup

• Liquor color (clarity, brightness, depth)
• Aroma of wet leaf
• Taste profile (balance, complexity, desired characteristics)
• Mouthfeel and finish
• Absence of defects (bitterness, astringency, flatness)

• Your current tea (if replacing)
• Competitor products
• Industry standards for that tea type
• Pre-shipment samples (for repeat orders)

Create a tasting note template:

``` Sample ID: [Supplier name - Tea type - Date] Dry leaf: [Score 1-10, notes] Aroma: [Score 1-10, notes] Liquor: [Score 1-10, notes] Taste: [Score 1-10, notes] Overall: [Score 1-10] Decision: [ ] Approve for order [ ] Request different sample [ ] Decline Notes: [Any specific observations] ```

Step 5: Price Negotiation

• Grade and quality
• Origin and estate reputation
• Harvest season/flush
• Organic certification premium (+15-30%)
• Order volume
• Current market conditions
• Long-term commitment

• Farm gate: Base price
• Export house: +10-15%
• International shipping: +$2-5/kg
• Importer: +15-25%
• Distributor: +20-30%
• Retail: +100-200%

Phase 3: Order Placement

Step 6: Purchase Agreement

Payment Terms:

• 30% deposit ($3,300) upon order confirmation
• 70% balance ($7,700) against copy of Bill of Lading
• Payment method: Wire transfer to [bank details]

• Commercial invoice (3 copies)
• Packing list (3 copies)
• Bill of Lading (original)
• Certificate of Origin
• USDA-NOP equivalent organic certificate
• Transaction certificate
• Phytosanitary certificate
• Lab test results
• FDA Prior Notice reference number

• Tea is 100% organic per USDA-NOP standards
• Free from contamination, adulteration, foreign matter
• Matches approved sample in quality
• Properly processed and stored

Buyer remedies if breach:

• Replacement at seller's cost
• Proportional price reduction
• Full refund if material breach
• Claim must be made within 7 days of arrival

Step 7: Order Confirmation & Deposit

• Receive proforma invoice from supplier
• Review all terms carefully
• Confirm in writing: "We accept this proforma invoice and will proceed with the order per agreed terms"
• Pay deposit via wire transfer
• Receive order confirmation with estimated timeline

• Use reputable banks
• Verify account details by phone call (beware of email fraud)
• Keep all transfer receipts and confirmations
• Factor in 1-3 day processing time
• Bank fees: typically $25-$50 per transfer

Step 8: Production & Quality Monitoring

• Week 1: Plucking and processing
• Week 2: Drying, sorting, packaging
• Week 3: Quality testing
• Week 4: Pre-shipment sample to you for approval

• Request photos of processing/packaging
• Ask for updates on timeline
• Approve pre-shipment sample promptly
• Communicate any concerns immediately

Phase 4: Logistics & Receiving

Step 9: Balance Payment & Shipment

• Receive shipping details (booking number, vessel name, ETD)
• Pay balance per contract terms
• Receive shipping documents:

• Forward documents to your customs broker

Step 10: Import Clearance

*See our detailed guide: "The Complete Guide to Importing Organic Tea"*

Key steps:
• Submit FDA Prior Notice
• Customs broker files entry
• Pay duties and fees (typically $50-$200 for tea)
• Arrange final delivery

Step 11: Receiving & Quality Control

• [ ] Count cartons (match packing list)
• [ ] Check for visible damage
• [ ] Note any discrepancies on delivery receipt
• [ ] Photograph any issues

• [ ] Open random cartons (10% of shipment)
• [ ] Verify packaging integrity (vacuum seal intact)
• [ ] Check lot numbers match documentation
• [ ] Weigh random bags (verify stated weight)
• [ ] Visual inspection of tea

• [ ] Full quality assessment (brewing, tasting)
• [ ] Compare to approved sample
• [ ] Moisture testing (should be <6%)
• [ ] Optional: Send samples to lab for verification testing

• Accept shipment in writing if satisfactory
• Report any issues immediately (within 7 days per most contracts)
• File claims promptly if needed

Minimum Order Quantities (MOQs)

Typical MOQs by Source

• Large estates: 500-1,000 kg per variety
• Medium estates: 200-500 kg
• Small specialty farms: 100-200 kg

• Standard: 100-200 kg per variety
• Flexible traders: 50-100 kg
• Mixed containers: 25kg minimum per variety

• 10-50 kg typical minimum
• Some offer 5kg samples for testing market

Strategies for Meeting MOQs

• Multi-variety orders: Combine different teas from same supplier
• Longer commitments: Order 6-12 month supply
• Partnership: Split container with another buyer
• Growth projection: Negotiate based on projected growth
• Start with wholesaler: Build volume, then go direct

Payment Terms & Options

Standard Payment Terms

• 30-50% deposit upon order
• 50-70% balance before/upon shipment
• Wire transfer (T/T)

• Net-30: Payment 30 days after delivery
• Net-60: Payment 60 days after delivery
• Monthly account: Consolidated monthly billing

• Letter of Credit (L/C): Bank guarantees payment upon compliant documents
• Cost: $500-$1,500 in bank fees
• Provides security for both parties

Payment Methods

• Most common for B2B
• 1-3 day processing
• Fees: $25-$50 per transfer
• Requires supplier's banking details

• Bank-backed guarantee
• Very secure for large orders
• Complex documentation requirements
• Expensive fees

• Third party holds payment
• Released upon delivery confirmation
• Useful for first-time suppliers
• Fees: 1-3% of transaction value

• Rarely used for large B2B orders
• High fees (3-5%)
• Buyer protection available
• Better for small trial orders only

Building Long-Term Supplier Relationships

Communication Best Practices

• Respond promptly to inquiries
• Provide clear specifications
• Honor commitments
• Pay on time
• Give feedback (positive and constructive)

• Quarterly check-ins even when not ordering
• Share market feedback and customer responses
• Discuss upcoming needs and forecasts
• Visit origins when possible

• Understand your supplier's challenges
• Provide reasonable lead times
• Be flexible on minor issues
• Grow together (increase volume as you grow)

Performance Tracking

| Metric | Weight | Score (1-5) | |--------|--------|-------------| | Quality consistency | 30% | | | On-time delivery | 20% | | | Communication | 15% | | | Pricing competitiveness | 15% | | | Problem resolution | 10% | | | Documentation accuracy | 10% | |

Review quarterly and discuss with supplier.

Common Ordering Mistakes to Avoid

1. Ordering Without Samples

2. Unclear Specifications

3. Unrealistic Timelines

4. Insufficient Quality Control

5. No Written Contracts

6. Underestimating Total Costs

7. Over-ordering Fresh Products

8. Single-Source Dependency

Your First Order Checklist

• [ ] Business registration and FDA facility registration complete
• [ ] Organic certification obtained (if reselling as organic)
• [ ] Supplier vetted (certifications, references checked)
• [ ] Samples evaluated and approved
• [ ] Pricing negotiated
• [ ] Payment method set up (wire transfer account ready)
• [ ] Storage space prepared (proper temp/humidity)
• [ ] Customs broker selected (if importing)

• [ ] Written purchase agreement signed
• [ ] Deposit paid, confirmation received
• [ ] Production timeline confirmed
• [ ] Pre-shipment sample approved
• [ ] Balance payment made
• [ ] Shipping documents received and forwarded to broker

• [ ] Immediate carton count and damage check
• [ ] Quality inspection within 48 hours
• [ ] Issues reported within 7 days (per contract)
• [ ] Payment made on time (per terms)
• [ ] Feedback provided to supplier

Next Steps: Ready to Order?

• Start smaller: Order 3-6 months supply, not 12 months
• Multiple samples: Test 2-3 suppliers before committing
• Build gradually: Increase volume as you build trust and understanding
• Document everything: Create templates and processes for repeat orders
• Get expert help: Use customs brokers, consultants for first orders

---

Additional Resources

• Download: "B2B Tea Purchase Agreement Template"
• Download: "Sample Evaluation Scoresheet"
• Download: "Supplier Vetting Checklist"
• Read Next: "The Complete Guide to Importing Organic Tea"
• Watch: "B2B Tea Ordering Process Walkthrough"

---