The Complete Guide to Importing Organic Tea: A Step-by-Step Roadmap for B2B Buyers

---

Introduction

Importing organic tea from origin countries might seem daunting at first—navigating international regulations, customs procedures, and documentation requirements can feel overwhelming. However, with the right knowledge and preparation, the process becomes straightforward and repeatable. This comprehensive guide walks you through every step of importing organic tea into the United States, helping you avoid costly mistakes and delays.

Whether you're making your first direct farm purchase or optimizing your existing import process, this guide provides the practical knowledge you need to successfully import high-quality organic tea.

Prerequisites: Before You Import

1. Business Registration & Tax IDs

• Federal Tax ID (EIN) from the IRS
• State business license (requirements vary by state)
• DUNS number (required for some certifications)
• Business bank account for international wire transfers

2. FDA Food Facility Registration

• Register your facility at: https://www.fda.gov/food/registration-food-facilities
• Provide facility name, address, and contact information
• Pay registration fee (~$250 annually)
• Receive FDA registration number (format: 12345678901)

3. Customs Broker Selection (Recommended)

Unless you have significant import experience, hiring a licensed customs broker is highly recommended for your first several shipments.

• Prepare and submit customs entry documentation
• Calculate duties and fees
• Ensure regulatory compliance
• Interface with CBP (Customs and Border Protection)
• Arrange final delivery from port to your warehouse

4. Organic Certification (For Resale as Organic)

If you plan to sell tea as "USDA Organic," you need certification:

• Selling products labeled as organic
• Gross organic sales exceed $5,000/year

• You're only repackaging without processing
• Your supplier provides certified organic tea
• You label properly as "Made with organic ingredients"

• Oregon Tilth
• CCOF (California Certified Organic Farmers)
• Quality Assurance International (QAI)
• MOSA (Midwest Organic Services Association)

The Import Process: Step-by-Step

Phase 1: Pre-Shipment Preparation (Weeks 1-2)

#### Step 1: Finalize Purchase Agreement

Your contract with the farm/supplier should specify:

• [ ] Tea variety and grade
• [ ] Quantity (in kg)
• [ ] Quality standards (leaf size, moisture content, appearance)
• [ ] Packaging requirements (vacuum sealed, nitrogen flushed, etc.)

• [ ] Unit price (FOB, CIF, or other Incoterms)
• [ ] Payment terms (deposit, balance timing)
• [ ] Currency (typically USD for tea imports)

• [ ] Incoterms (FOB, CIF, DAP, etc.)
• [ ] Port of origin
• [ ] Port of destination
• [ ] Shipping timeline
• [ ] Who arranges freight (buyer or seller)

• [ ] Organic certificates
• [ ] Phytosanitary certificate
• [ ] Certificate of origin
• [ ] Lab test results
• [ ] Invoice and packing list

#### Step 2: Arrange Freight Forwarding

If shipping terms are FOB (Free on Board), you're responsible for international shipping.

• Get quotes from 3-5 forwarders specializing in food/tea
• Compare pricing (sea freight, air freight, door-to-door)
• Verify insurance coverage options
• Check references for tea/food handling experience

• Sea freight (FCL - Full Container Load): $2,000-$4,000 for 20ft container
• Sea freight (LCL - Less than Container Load): $150-$300 per cubic meter
• Air freight: $4-$8 per kilogram

• Sea freight: 30-45 days port-to-port
• Air freight: 5-10 days door-to-door

#### Step 3: Obtain Import Documentation Template

Request these documents from your supplier (they should provide templates):

• Commercial Invoice - Must include:
- Seller and buyer details (names, addresses, contact) - Item description ("Organic Black Tea - Orthodox processed") - HS Code (Harmonized System code for tea: 0902.xx.xxxx) - Quantity and unit price - Total value - Country of origin - Terms of sale (FOB, CIF, etc.)
• Packing List - Details:
- Number of packages/cartons - Weight per package (gross and net) - Dimensions - Packing materials - Lot/batch numbers
• Certificate of Origin - Proves tea was grown in declared country
• Organic Certificate - USDA-NOP equivalent or recognized certification
• Phytosanitary Certificate - From origin country's agriculture department, certifying pest-free status
• Lab Test Results - Showing:
- Pesticide residue analysis - Heavy metals testing - Microbiological analysis - Moisture content

Phase 2: Shipment & Documentation (Weeks 3-6)

#### Step 4: Payment & Shipment

Payment sequence:
• Pay deposit (typically 30-50% upon order confirmation)
• Supplier processes and packages tea
• Supplier provides pre-shipment samples (if contracted)
• You approve quality
• Pay balance (before shipment or against Bill of Lading)
• Supplier ships goods

• Wire transfer (T/T): Most common, 1-3 day processing
• Letter of Credit (L/C): Safer for large orders, but expensive ($300-$1,000 in bank fees)
• PayPal/Payment processors: Rarely used for large B2B, high fees

#### Step 5: Receive Shipping Documents

Your supplier or freight forwarder will send:

• Ocean B/L (for sea freight) or Air Waybill (for air freight)
• Serves as receipt, contract, and title document
• You need the original to claim goods (or Telex release)
• Types:

• Cargo insurance certificate (if insured separately)
• Certificate of fumigation (if required)
• Arrival notice from shipping line

#### Step 6: Submit Prior Notice to FDA

• Sea freight: At least 8 hours before arrival at U.S. port
• Air freight: At least 4 hours before arrival

• Shipper details (your supplier)
• Grower/manufacturer (the tea farm)
• Country of origin
• Anticipated arrival information
• Product description and HS code
• FDA food facility registration numbers (yours and supplier's)

• Through your customs broker (recommended)
• Directly via FDA Prior Notice System Interface (https://www.fda.gov/priornotice)

Phase 3: Customs Clearance (Week 7)

#### Step 7: Entry Documentation Submission

Your customs broker will prepare and submit to CBP:

• CBP Form 3461 (Entry/Immediate Delivery)
• CBP Form 7501 (Entry Summary)
• Commercial invoice
• Packing list
• Bill of Lading
• Organic certificate
• Any other required certificates

• Required for all commercial imports
• Single entry bond: ~$50-$100 per shipment
• Annual bond: $400-$500/year (worthwhile if importing regularly)

#### Step 8: Duty & Fee Calculation

• HS Code 0902.10: Green tea (not fermented) - Free
• HS Code 0902.20: Other tea (black, oolong) - Free
• HS Code 0902.30: Black tea (fermented) - Free

• Merchandise Processing Fee (MPF):
- 0.3464% of cargo value - Minimum: $27.75 - Maximum: $538.40
• Harbor Maintenance Fee (HMF):
- 0.125% of cargo value - Only for shipments arriving by sea (not air) Example calculation (sea freight, $10,000 cargo value):
• Import duty: $0 (tea is duty-free)
• MPF: $10,000 × 0.003464 = $34.64
• HMF: $10,000 × 0.00125 = $12.50
• Total fees: $47.14

#### Step 9: FDA Inspection (If Selected)

FDA may inspect your shipment (2-5% of tea shipments are inspected).

• CBP holds cargo at port
• FDA examiner reviews documentation
• Physical inspection (if required)

• Results typically available in 3-10 days
If shipment fails:
• You can request re-testing
• You can export goods back to origin
• You can destroy goods (at your expense)
• You can recondition goods (if issue is fixable, like relabeling)

• Only work with suppliers who provide recent lab test results
• Request pre-shipment testing by accredited labs
• Ensure organic certification is current and valid

#### Step 10: Cargo Release & Delivery

• Customs clears the entry (same day to 3 days)
• You pay duties, fees, and broker charges
• Broker arranges delivery from port to your warehouse
• Shipping line releases cargo

• Port pickup: You arrange trucking from port
• CFS delivery: Delivered to Container Freight Station, you pick up
• Door delivery: Trucked directly to your warehouse (add $400-$1,200 depending on distance)

Phase 4: Post-Import (Week 8+)

#### Step 11: Arrival Inspection & Quality Control

Upon receipt, immediately inspect:

• [ ] Carton condition (damage, moisture, pests)
• [ ] Package count matches packing list
• [ ] Weight verification
• [ ] Lot/batch numbers match documentation

• [ ] Open random samples from multiple cartons
• [ ] Visual inspection (leaf appearance, color, breakage)
• [ ] Aroma check (no off-odors, mustiness)
• [ ] Moisture test (should be <6% for long-term storage)
• [ ] Taste testing (compare to pre-shipment sample)

• Photograph any damage or discrepancies
• Notify supplier within 48 hours
• File claim with insurance/freight carrier if cargo damage

#### Step 12: Storage & Inventory

• Temperature: 60-70°F (15-21°C), stable
• Humidity: 50-60% relative humidity, maximum 65%
• Light: Dark storage, no direct sunlight
• Airflow: Good ventilation, separate from strong odors
• Packaging: Keep in original vacuum-sealed packaging until use

• Record arrival date, lot numbers
• FIFO system (First In, First Out)
• Monitor freshness (organic tea peak quality: 12-18 months)

#### Step 13: Compliance Documentation

• [ ] Import entry documents
• [ ] Customs entry summary
• [ ] Commercial invoices
• [ ] Organic certificates
• [ ] Lab test results
• [ ] Bills of lading
• [ ] Payment records
• [ ] Correspondence with supplier

Special Considerations for Organic Tea

NOP Equivalency

The USDA National Organic Program (NOP) recognizes certain international organic certifications as equivalent:

• India: NPOP (National Programme for Organic Production)
• EU: EU Organic Regulation
• Canada: Canada Organic Regime
• Japan: JAS (Japanese Agricultural Standard)

• Original organic certificate from recognized certifying body
• Transaction certificate for each shipment
• Proof of NOP equivalency

Organic Import Certificates

• USDA NOP Import Certificate
• Applied for by your organic certifier
• Requires documentation proving organic integrity
• Processing time: 2-4 weeks

Common Import Challenges & Solutions

Challenge 1: Documentation Errors

• Create a documentation checklist
• Review all documents before shipment
• Use a customs broker for first 3-5 shipments
• Keep template documents for future orders

Challenge 2: Shipment Delays

• Build buffer time into your inventory planning (order 4-6 weeks before you need stock)
• Track shipments actively (use freight forwarder's online tools)
• Have backup suppliers for critical teas
• Consider air freight for urgent orders (despite higher cost)

Challenge 3: Quality Issues Upon Arrival

• Always order pre-shipment samples
• Require third-party lab testing before shipment
• Purchase cargo insurance (add 1-2% of cargo value)
• Build quality remedies into purchase contracts
• Inspect goods immediately upon arrival

Challenge 4: Hidden Costs

• Get all-inclusive quotes from freight forwarders
• Understand Incoterms and who pays what
• Budget 20% above quoted costs for contingencies
• Process shipments quickly to avoid storage fees
• Consider annual customs bond to reduce per-shipment costs

Cost Summary: What to Budget

| Item | Cost Range | |------|-----------| | Tea (FOB price) | $5,000 - $15,000 | | Sea freight | $800 - $1,500 | | Marine insurance | $75 - $200 | | Customs broker | $200 - $400 | | MPF & HMF fees | $40 - $80 | | Inland delivery | $400 - $1,000 | | Pre-shipment testing (optional) | $300 - $800 | | Documentation | $50 - $150 | | Contingency (10%) | $685 - $2,013 | | TOTAL LANDED COST | $7,550 - $21,143 |

Import Checklist: Your Complete Reference

Before First Shipment:

• [ ] Obtain FDA Food Facility Registration
• [ ] Get Federal Tax ID (EIN)
• [ ] Decide on organic certification needs
• [ ] Select customs broker
• [ ] Select freight forwarder
• [ ] Obtain customs bond
• [ ] Set up proper storage facility

For Each Shipment:

• [ ] Finalize purchase agreement with supplier
• [ ] Request and approve pre-shipment sample
• [ ] Confirm all documentation requirements
• [ ] Arrange payment (deposit/balance)
• [ ] Receive shipping documents (invoice, packing list, B/L, certificates)
• [ ] Submit FDA Prior Notice
• [ ] Provide entry docs to customs broker
• [ ] Pay duties and fees
• [ ] Arrange final delivery
• [ ] Inspect goods upon arrival
• [ ] File any claims within 48 hours
• [ ] Archive all documentation

Next Steps: Getting Started

• Start small: Order 100-300 kg for your first shipment to learn the process
• Use professionals: Hire a customs broker and freight forwarder for your first 3-5 shipments
• Build relationships: Partner with experienced organic tea suppliers who understand U.S. requirements
• Document everything: Create templates and checklists for repeatability
• Plan ahead: Order 8-12 weeks before you need inventory

---

Additional Resources

• FDA Food Facility Registration Portal
• USDA National Organic Program Database
• U.S. Customs & Border Protection Trade Resources
• National Customs Brokers Directory
• Download: "Import Documentation Template Pack"
• Watch: "Tea Import Process Walkthrough Video"

---