A 15‑minute, step‑by‑step workflow to verify any Indonesian supplier’s 4C claim in 2025. Where to check licenses, how to read certificates, what must be on your invoice, and the exact email script we use to request proof.
We’ve stopped more than one buyer from wiring five figures to the wrong supplier because a “4C certificate” looked fine at first glance. The latest was a $10,247 correction by catching a lapsed Chain of Custody. Here’s the exact 15‑minute workflow our Indonesia‑Coffee team uses to verify a 4C claim in Indonesia, plus the common traps we still see in 2025.
The 3 pillars of fast 4C verification
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Know the two documents you must see. A 4C Producer Certificate covers farm or producer units. A 4C Chain of Custody (CoC) license covers traders, processors and exporters handling the coffee onward. If you are buying from an exporter, you need to see their valid CoC. A farm’s certificate alone doesn’t let a trader sell as 4C.
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Use the 4C public registry. Don’t accept screenshots. Always confirm legal names, license numbers, scope and validity on the official database. Start your 4C certification check there and let everything else reconcile back to it.
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Trace claims to documents. The invoice and contract must carry the right 4C claim wording, the supplier’s 4C license number or Unit ID, and a lot or contract link you can audit later. No clean paper trail, no claim.
Practical takeaway: Never move forward until the exporter’s exact legal entity appears as valid CoC on the registry and the invoice carries the correct identifiers.
Minute 1–3: Prep your request and baseline data
Ask the supplier for three things in one email. We use this short script and it gets results.
Subject: 4C verification request – [Your Company] x [Supplier]
“Hi [Name],
Before we proceed, please share:
- Your current 4C Chain of Custody license or certificate copy. Include license number, Unit ID and expiry date.
- The 4C Producer Certificate for the farm/group supplying this lot, if applicable. Include scope and validity.
- Draft invoice or pro forma with the 4C claim statement, your 4C license number, and the lot/contract ID.
If available, please also share the certification body name and a link to your listing on the 4C public registry.
Thanks, [Your Name]”
While you wait, prep two checks:
- Legal name alignment. Match the company name on the certificate to the seller’s bank account and export license name.
- Lot linkage. Note the lot or contract number you’ll expect to see across invoice, packing list, and later the bill of lading.
Minute 4–8: Look it up on the 4C public registry
Open the official database and search by company name or country. The current entry points for 4C’s public information are on the 4C Services site: the certified companies database and labelling guidance. Start here: 4C Certified Companies and 4C Labeling and Claims.
What to check on the registry:
- Status. Valid, expired or suspended. If it’s expired or suspended, the supplier can’t make a 4C claim. Full stop.
- License type. Producer vs Chain of Custody. Exporters must appear under CoC. If only a producer unit is listed, the trader still needs their own CoC.
- Legal entity and address. Must match your contracting party.
- License number and/or Unit ID. Capture the exact format shown.
- Certification body. Note it for later cross‑checks.
- Validity dates. Most 4C certificates are valid 12 months with annual audits. Confirm the expiry covers your shipment period.
Recent change we like in 2025. The 4C pages make it clearer which actors are CoC versus producers, and many entries show scope or region. Use that clarity to challenge mismatches early.
Practical takeaway: If the legal name or license type does not match your seller, stop. Ask the supplier to explain the discrepancy before you continue.
Minute 9–11: Validate Chain of Custody and invoice claims
Here’s the thing. Most failures we catch are not about farms. They’re about traders making claims without a valid CoC or missing claim elements on the invoice.
What must appear on a 4C claim on the invoice:
- The exact claim, typically “4C compliant coffee” or as per 4C labeling policy.
- Supplier’s 4C CoC license number or Unit ID.
- Reference to the lot or contract number that links to shipping docs.
- Quantity and product description consistent with mass balance.
- Company name and address matching the registry.
Nice to have but powerful:
- A copy of the current CoC certificate attached to the invoice.
- A statement confirming the claim was recorded in the supplier’s 4C traceability records and is available for audit.
Does 4C issue transaction certificates? No. Unlike Rainforest Alliance, 4C does not issue per‑shipment transaction certificates. Verification relies on valid certification, mass balance and accurate claims per the 4C labeling rules. Some certification bodies provide attestations on request, but they’re not standard “TCs.”
Practical takeaway: Treat the invoice claim as an auditable record. If the seller won’t include their 4C license number on the invoice, you don’t have a compliant claim.
Minute 12–15: Cross‑checks and red flags
Two quick cross‑checks pay off:
- Volume sanity check. Compare the volume on your invoice with the producer unit’s plausible output and the exporter’s recent shipment history. If the numbers feel impossible, they usually are.
- Document alignment. Company name and address must match across certificate, contract, pro forma, invoice, packing list and bill of lading.
Common red flags for a fake or unusable 4C certificate in Indonesia:
- “Member” or “registered” wording instead of “certified.” Membership is not certification.
- The PDF looks altered. Fonts and alignment shift around the license number, or dates are misaligned.
- Out‑of‑date logos or policies from many years ago without a current license page.
- Legal name mismatch between certificate and bank account. Shell entities pop up here.
- Only a producer certificate is shown. No CoC for the trader or exporter.
- Certificate dates don’t cover the shipment period, or the status shows expired on the registry.
- The seller refuses to share the Unit ID or a direct link to the 4C public registry.
If you need a second set of eyes on a tricky case or want help structuring a 4C‑ready supply plan, you can Contact us on whatsapp. We’re happy to walk through a live verification and sanity‑check the paperwork.
Quick answers to the questions we get most
How do I check if an Indonesian coffee exporter is truly 4C‑certified?
Look them up on the 4C public registry and confirm they hold a valid Chain of Custody license under the exact legal name that will appear on your invoice. Then reconcile license number, dates and company details on the invoice and contract.
Where can I look up a 4C certificate or license number?
Use the official 4C database. Start here: 4C Certified Companies. Search by name or country and match the license number or Unit ID to the document the supplier sent. That’s your 4C license lookup and 4C public registry check in one step.
What must appear on a 4C claim on the invoice?
At minimum: the 4C claim wording, the supplier’s 4C CoC license number or Unit ID, and a lot or contract reference. We also recommend the certification body name and certificate expiry date on the header or footer.
Is a farm’s 4C certificate enough for a trader to sell 4C coffee?
No. The farm’s Producer Certificate covers production. Any trader, mill, or exporter making a 4C claim needs their own valid Chain of Custody license. That’s how 4C maintains traceability and mass balance in the supply chain.
How long is a 4C certificate valid and how do I confirm expiry?
Typically 12 months with an annual audit. Confirm the Valid From and Valid To dates on the public registry and on the PDF. The shipment date must fall within the validity window.
Does 4C have transaction certificates like Rainforest Alliance?
No. 4C relies on valid certification, mass balance records and correct invoice claims per its labeling policy. Some buyers ask certification bodies for ad‑hoc attestations, but these are not official 4C transaction certificates.
What are common signs a 4C certificate might be fake?
PDF edits around dates or license numbers. Names that don’t match registry entries. “Member” language instead of “certified.” Expired listings. And refusal to share a direct link to the 4C entry.
When this advice applies, and when it doesn’t
This workflow is designed for Indonesian green coffee trades where a 4C claim appears on a contract or invoice. If you’re buying spot coffee that’s already landed, ask the importer for the same evidence chain and verify their CoC instead. If you’re sourcing non‑4C or conventional coffee, you can skip the registry but the document alignment checks still help catch basic fraud.
Putting it to work on real Indonesian lots
We frequently help buyers validate claims while building origin programs in Sumatra, Java and Bali. If you’re planning 4C‑compliant supply around profiles like Sumatra Mandheling Green Coffee Beans, Arabica Java Ijen Grade 1 Green Coffee Beans, or Arabica Bali Kintamani Grade 1 Green Coffee Beans, we can align you with available certified volumes or propose traceable alternatives with similar cup character. Our experience shows this matching step, done early, saves two to three weeks of back‑and‑forth later.
The reality is 4C due diligence doesn’t need to take days. With the registry link, the right invoice language, and a clean Chain of Custody, you can verify a supplier’s 4C claim in under 15 minutes and move to quality and logistics faster. And if anything feels off, pause. A quick recheck now is cheaper than a quality claim or relabeling cost later.