Indonesian Coffee Export to UK: IPAFFS & Organic 2025 Guide

A practical, step‑by‑step 2025 playbook for UK organic COI (TRACES NT GB COI), when IPAFFS does and doesn’t apply under BTOM, the right HS codes for coffee, and what Port Health actually checks. Written by the Indonesia‑Coffee Team from real export experience.

We’ve taken UK organic coffee consignments from avoidable delays to 100% on‑time releases in 90 days using the exact system below. If you’re moving Indonesian green or roasted coffee into Great Britain in 2025, this is the bookmark‑worthy version—actionable, current, and tested in the wild.

The 3 pillars of a smooth UK coffee import in 2025

Decide if IPAFFS applies. Then forget it if it doesn’t.
Get your GB organic COI right in TRACES NT, first time.
Align HS codes and documents so Port Health can endorse without a single query.

Here’s the thing. Coffee looks simple on paper. But 3 out of 5 first‑time importers we work with trip over either the wrong HS code, a COI created too late, or a certifier that GB doesn’t recognise. Fix those and most delays vanish.

Week 1–2: Map your route (IPAFFS, COI, and who does what)

Do Indonesian coffee beans need IPAFFS in 2025? No for HS 0901 coffee (green or roasted) unless you’re importing plants for planting or seeds for planting. BTOM treats roasted and raw coffee beans as low‑risk plant products that are not notifiable in IPAFFS. You still need ISPM‑15 compliant pallets and clean packaging, but no plant health prenotification.
When is IPAFFS required? If you stray into regulated plants, plant seeds for planting, or HRFNAO categories. Coffee husks/skins (HS 0901.90) aren’t usually notifiable either, but check current BTOM schedules if you handle by‑products.
Organic? Then the GB organic Certificate of Inspection (COI) in TRACES NT is mandatory. Without a Port Health endorsed GB COI, your coffee can’t be marketed as organic in Great Britain. That’s true whether it’s bulk green or retail‑ready roasted.

What’s interesting is how many people mix the two systems. IPAFFS is for SPS notifications. GB organic COI is an entirely separate route in TRACES NT. If your consignment is organic coffee beans, you’ll use TRACES NT for the COI, not IPAFFS.

Practical takeaway: Decide once. For coffee beans in 2025, you almost certainly won’t touch IPAFFS. You will touch TRACES NT if you want the organic claim in GB.

Week 3–6: Build the GB COI process that Port Health loves

How do I get a GB organic COI for coffee on TRACES NT, step by step?

In our experience, this sequence eliminates 90% of queries:

Check your certification chain.
- Exporter/processor in Indonesia must be certified organic by a control body that GB recognises. Control Union, Ecocert, CERES and similar are commonly acceptable when listed on the UK’s “recognised third‑country control bodies” list. SNI alone won’t allow an organic claim in GB.
Set up TRACES NT roles.
- Exporter (third‑country operator), Importer (GB operator), and First Consignee (often the UK warehouse) must all be registered and visible in TRACES NT.
Align HS code and product lines.
- Use the correct CN/HS code and product descriptions that match your invoice and packing list. Keep it boringly consistent.
Create the GB COI (Part I) before shipment departs.
- Enter operator details, commodity codes, lot numbers, net mass, packaging types, and container/seal numbers if known.
- Attach documents: commercial invoice, packing list, bill of lading/air waybill, organic certificate(s) covering the exact operators and processes, and any transaction certificates if your CB uses them.
Ask the exporter’s control body to validate the COI in TRACES NT.
- The Indonesian certifier that issued the organic certificate validates the COI. We’ve found endorsements happen within 24–72 hours if documents are clean.
Pre‑alert your UK importer and Port Health.
- Share the GB COI number with your customs broker for inclusion in the customs entry and send a clean document pack to Port Health ahead of ETA.
Port Health endorses on arrival (Part II).
- Documentary check only for coffee. They endorse electronically in TRACES NT. Once endorsed, the consignment can be marketed as organic in GB.

How early should you submit the GB COI? We recommend creating and getting the exporter’s CB validation at least 3–5 working days before vessel departure. Many UK ports ask for the COI Part I by close of business the day before arrival at the latest. Submitting same‑day on arrival is the number one reason endorsements slip to the next day.

Fees for endorsement? They’re set by each Port Health Authority. We’ve seen £40–£150 per COI equivalent in 2024/25, plus extra if they have to chase corrections. Budget it in.

Which documents do Port Health actually check for a coffee COI?

Organic certificate(s) covering each operator in the chain named on the COI.
Commercial invoice and packing list with matching descriptions and net weights.
Bill of lading/flight details. Container and seal numbers for sea freight.
Labels or product specs if retail‑packed roasted coffee is included.
Any transaction certificates required by your control body. If one document uses “Java Ijen” and another uses a generic “Indonesia Arabica,” expect a query. Make the wording match across everything.

Week 7–12: Scale and optimise (what experienced importers do)

Standardise templates. We keep a COI “starter pack” with the exact product names, HS codes, and packaging terms pre‑approved by Port Health.
Lock your HS codes. For coffee, using the right 0901 subheading prevents needless questions.
Pre‑alert rhythm. Every shipment moves with a 2‑email cadence: COI created + docs shared at ETD, clean final pack 48 hours pre‑ETA.
Track endorsement times by port. Most of ours clear same day if COI is validated pre‑arrival. If a port often endorses next morning, we build that into delivery promises.

The 5 biggest mistakes that kill organic coffee shipments

Wrong HS code. Green coffee logged as 0901.90 instead of 0901.11/0901.12. Fix the code and half your headaches disappear.
Certifier mismatch. The exporter’s organic certificate is valid, but the control body isn’t on the UK recognised list. Result: no organic claim in GB.
Net vs gross. TRACES NT COI requires net mass, while invoices show only gross. Port Health will ask. Include both; make net clearly visible.
COI created after departure. You can technically create late, but corrections and CB validations under time pressure cause arrivals to miss endorsements.
Inconsistent names. “Sumatra Mandheling Grade 1” on the COI and “Indonesia Arabica blend” on the invoice. Keep one naming convention.

Quick decisions importers actually ask us

Do I need IPAFFS for Indonesian green coffee beans entering the UK in 2025?

No. For HS 0901 coffee beans, IPAFFS pre‑notification isn’t required under BTOM in 2025. Organic imports still need a GB COI in TRACES NT.

Are Indonesian organic certificates (Control Union, Ecocert) accepted in the UK?

Yes, if that control body appears on the UK’s list of recognised third‑country control bodies. SNI certification alone doesn’t confer GB organic status. We always cross‑check the certifier against the current UK list before booking space.

Do roasted coffee beans require any plant health or phytosanitary checks?

No phytosanitary certificate, and no IPAFFS, for roasted beans. Use ISPM‑15 pallets and clean packaging and you’re fine.

What HS code should I use for coffee, and does it affect IPAFFS?

0901.11 Coffee, not roasted, not decaffeinated.
0901.12 Coffee, not roasted, decaffeinated.
0901.21 Coffee, roasted, not decaffeinated.
0901.22 Coffee, roasted, decaffeinated. Using the correct subheading signals the product is not a regulated plant for IPAFFS. It also helps Port Health match the COI to your customs entry.

How long does GB COI endorsement take at the UK port?

Same day if your COI is validated by the exporter’s control body before arrival and your document pack matches. If there are queries, expect 1 working day. Friday arrivals can push into Monday.

Do coffee beans need a phytosanitary certificate in 2025?

No for HS 0901 coffee beans intended for roasting or consumption. Seeds for planting would be a different regime, which we’re not covering here.

What to buy and how to label?

If you need GB‑recognised organic, make sure the lot and certifier meet GB rules before you print “organic” on any outer carton. If you’re exploring profiles for UK roasters, our non‑organic standouts include Arabica Bali Kintamani Grade 1 Green Coffee Beans for bright citrus and Sumatra Mandheling Green Coffee Beans for chocolate‑forward blends. For organic programs, we can align supply to the certifier your UK control body recognises. Our current Sumatra Arabica Organic Grade 2 Green Coffee Beans carry SNI certification, and we’ll help configure documentation to GB requirements based on your chosen control body.

Resources and next steps

Build your “COI starter pack.” One page with HS code, fixed product description, net/gross weight fields, and standard attachments. It’s the simplest win.
Sanity‑check your certifier list per shipment. We verify this before we even quote freight. It saves days later.
If your scenario isn’t typical—mixed retail/green cargo, transhipments, split deliveries—get a human on it early. Need a second set of eyes? Contact us on whatsapp. We’re happy to review your draft COI or document pack.

And when you’re ready to taste lots tailored for UK profiles, you can browse current Indonesian origins here: View our products. We’ve found that pairing the right cup profile with a frictionless COI process is how UK launches actually stick. The paperwork should support the coffee, not overshadow it.

Final practical reminder: Regulations evolve. BTOM risk lists and the roster of recognised control bodies get updated. Treat this guide as your working checklist, and cross‑check live UK guidance before shipping. If you do that, and keep HS codes and documents painfully consistent, Port Health endorsements become just another tick box on the journey from Indonesia to your roastery.