A step‑by‑step claim clock for Indonesian green coffee. Exactly when to sample, how to notify, and what to document under GCA vs ECF in 2025—plus the practical mistakes that sink claims and how to avoid them.
If you’ve ever opened a container of green coffee, cupped the arrival, and felt that sinking feeling… you already know. The difference between a smooth claim and a costly write‑off comes down to your first 72 hours and whether you match your actions to the contract you actually signed. Here’s the claim clock we use and teach buyers who bring in Indonesian coffee every week.
The claim deadline, in plain language
GCA vs ECF is mostly about time. Both frameworks let you claim for quality or condition, but their windows and triggers differ.
- GCA (Green Coffee Association, common in the U.S.). In practice, most GCA-based contracts give a shorter window for quality complaints. We regularly see 10 calendar days to notify for quality, counted from when the coffee is available for sampling at the destination warehouse or first release to the buyer, whichever is earlier. Condition claims (damage, infestation, wet bags) may allow a longer window. Always check your signed confirmation, because the exact number of days can vary by counterparty.
- ECF (European Coffee Federation, common in Europe and many global contracts). The default window for quality claims is typically longer. Most standard ECF clauses give 21 calendar days to notify for quality from the day after the goods are available at the contractual destination warehouse or after first delivery ex‑warehouse. For latent defects that couldn’t be found on normal arrival cupping, ECF language often allows later notice upon discovery, but only if you’ve documented normal diligence at arrival.
Takeaway: ECF generally gives you more time. GCA is tighter. But the clock doesn’t start at vessel ETA. It starts at availability for you to sample or first release, and you should treat those as day zero. This leads us to your claim clock.
The 72‑hour arrival routine that protects your claim
I’ve found that claims won or lost usually hinge on what happened in the first three days. We recommend this routine for Indonesian arrivals, whether you’re receiving Sumatra Mandheling Green Coffee Beans, Blue Batak Green Coffee Beans, or washed Bali lots like Arabica Bali Kintamani Grade 1 Green Coffee Beans.
Day 0. As soon as the lot is available, pull a proper arrival sample.
- Sampling method. For FCL bagged coffee, sample at least 10 percent of bags spread across front, middle, and back. Use a trier to pull from different depths. Combine into a composite of minimum 1 kg. Split into three sealed, labeled sets: buyer working sample, seller sample, and reserve for neutral inspection.
- Chain of custody. Label each sample with container number, lot ID, bag count, date/time, sampler, and warehouse.
Day 1. Basic checks before cupping.
- Moisture and water activity. Record moisture with a calibrated meter. Indonesian wet‑hulled coffees often sit higher. Document the number, the device used, and calibration date. If you have access, take water activity.
- Visual grading. Grade 300 g to SCA Green Defect standards for Arabica, or to your Robusta spec. Photograph representative defects (mold, insect damage, full black, stones) with a dated marker.
Day 2. Cup and compare to contract description.
- Roast and rest consistently. Use your standard arrival roast. Note charge temperature, time to first crack, end temp/time. Rest 8–24 hours consistently.
- Cup alongside your pre‑shipment or offer sample. Differences matter more than absolute scores in claims. Record descriptors, scores, and panel.
If the cup or physicals deviate materially from the contract description, move immediately to notice. Don’t wait to optimize your roast profile to “fix” the cup. That delay costs claims every year.
Exactly when and how to notify under GCA vs ECF
Here’s the thing. Under both frameworks, notice means a written, dated message to the seller stating that you’re making a claim and why. You don’t need your full case attached yet, but you must stop the clock.
- GCA. Most GCA contracts we see require notice within 10 calendar days. Count from the day after the coffee was first available to you for sampling or first release. If your warehouse posted an arrival sample on Monday, Tuesday is day 1. Don’t assume “business days” unless your contract says so.
- ECF. Standard ECF gives 21 calendar days for notice from the day after availability or first delivery ex‑warehouse. If you discover a latent defect later, notify immediately upon discovery and explain why it wasn’t discoverable at arrival.
Practical takeaway: Send initial notice within 48–72 hours of your first arrival cupping if you suspect a mismatch. You can always withdraw a claim. You can’t revive a late one.
What documents should I attach to the first notice?
Keep it lean but real:
- Contract reference and lot/container IDs
- Clear statement of the issue: physical defects, moisture/aw, cup descriptors and variance from contract
- Dated photos of bags, defects, and any condition problems
- Your arrival cupping form and green grading sheet
- Confirmation that you’ve set aside sealed counter‑samples and halted further use pending agreement
If you need a starter notice, this simple template works:
Subject: Notice of quality claim – [Contract # / Lot ID]
Dear [Seller name],
We hereby give notice of a quality claim under [GCA/ECF] for [Contract #, lot/container]. Arrival sample pulled at [warehouse] on [date]. Our arrival cupping on [date] shows [key cup deviations] and physicals indicate [defects/moisture]. Photos, grading sheet, and initial cupping are attached. We have sealed counter‑samples and can make them available.
Please confirm next steps and preferred pathway for joint or neutral reinspection.
Regards, [Name, Company]
Need help tailoring the wording to your contract? Send us the clause and we’ll review the timing and language with you. You can Contact us on whatsapp.
Arrival sampling and retention that stands up in arbitration
We see three recurring mistakes:
- Composite too small or unrepresentative. Sample only the front row or only top bags and your argument collapses. Spread your pulls across the stack and depths.
- No sealed splits. Always retain at least two sealed split samples. If there’s no identical sample for the seller, disputes drag.
- Inconsistent roast for cupping. Arrival vs pre‑shipment must be apples to apples. Document your roast curve and rest.
How long to keep samples? Retain sealed splits for a minimum of 90 days after resolution or 6 months from arrival if unresolved. Store cool and dry in airtight, labeled containers. In our experience, this single habit wins more disputes than any fancy lab test.
Who does independent inspection and who pays?
Neutral reinspection is common when buyer and seller disagree.
- Inspectors and labs. SGS, Cotecna, Intertek, Bureau Veritas, and Eurofins frequently perform physical and sensory checks. In North America, some independent SCA Q Grader labs do calibrated arrival cupping for claims. In Europe, ECF-recognized surveyors are standard.
- Payment. The claimant typically advances costs. Final allocation usually follows the outcome or settlement. Under both GCA and ECF practice, arbitrators often award costs to the prevailing party. Agree the scope, lab, and sampling protocol in writing before sending beans.
Can you still claim if you’ve roasted or repacked part of the lot?
Yes, but limit usage to what’s necessary for evaluation. Roasting out a “workable” profile and consuming a chunk of the lot before notice is a frequent pitfall. Under both GCA and ECF, using a significant portion of the goods can be deemed acceptance. Our rule: don’t roast more than you need to cup and verify your findings. Don’t repack or blend until you’ve sent notice and agreed next steps.
Moldy or musty cup under ECF. Is it claimable?
If the contract describes clean, sound coffee and you cup moldy or musty notes inconsistent with origin or processing, you can claim under ECF. Be careful with intentionally fermented or aged profiles. For example, a wine‑style fermentation blend like our Bali, Java, Gayo & Mandheling - Wine Green Arabica Coffee Beans has fruity, vinous notes by design. That’s not a defect. Always anchor your claim to the contract description and pre‑shipment approval.
How to count the days, precisely
- Start date. Count from the day after the coffee is first available for you to sample or the first ex‑warehouse release. Not vessel arrival. Not the day you choose to unpack.
- Calendar vs business days. Treat them as calendar days unless the contract explicitly says business days.
- Public holidays. Unless your contract says otherwise, holidays still count in the day tally. If day 10 or 21 falls on a Sunday, we still advise sending notice before that day ends.
What happens if you’re late by one or two days?
Short answer. You’re usually out of luck unless the seller agrees to accept a late claim. We’ve seen claims salvaged when the buyer can prove the seller caused the delay in making the coffee available or failed to provide documents to obtain release. But those are exceptions. If you suspect a miss, escalate immediately and propose a without‑prejudice settlement. Don’t go silent and hope for goodwill later.
The reinspection and resolution path that actually works
- Step 1. Freeze the position. Notice sent. Usage paused. Counter‑samples sealed.
- Step 2. Agree the reinspection scope and lab. Define whether you’re testing cup only, cup + moisture and water activity, or a full green defect count. Confirm sampling method.
- Step 3. Reinspect quickly. Typical turnaround is 3–7 days. Aim to settle before your claim window closes to avoid procedural traps.
- Step 4. Options. Price allowance, reconditioning, replacement, or return. Under both GCA and ECF practice, the parties negotiate on commercial terms first. Arbitration is your last resort, not your plan A.
Common Indonesian arrival issues and how to document them
- Elevated moisture or aw on wet‑hulled Sumatras. Log the reading with device and calibration. Photograph any damp or stained bags. Cup for freshness and clean finish against your approved sample.
- Foreign matter and heavy primary defects. Use a 300 g Arabica green grading sheet and show the defect tally. Visuals matter here.
- Cup mismatch vs pre‑shipment. Cupping next to your approved sample is your best evidence. For washed Bali like Bali Natural Green Coffee Beans or high‑acid Java like Arabica Java Ijen Grade 1 Green Coffee Beans, describe the variance, not just the score.
Quick checklist you can run tomorrow
- Arrival sample pulled and split the day coffee is available
- Moisture/aw measured and logged with photos
- 300 g green grading completed, defects photographed
- Arrival roast cupped next to offer or pre‑shipment
- Written notice sent within 48–72 hours if needed
- Counter‑samples sealed, labeled, and stored for 6 months
- Reinspection lab and protocol agreed in writing before shipping samples
If you want a one‑page version of this claim clock tailored to GCA or ECF, or you want us to sanity‑check your notice before you send it, Contact us on whatsapp. And if you’re evaluating replacement options, you can always View our products to match profile, process, and grade quickly.
The reality is that most disputes are avoidable with a disciplined first 72 hours. We’ve helped buyers rescue claims that looked dead on arrival. But the ones we remember most are the quiet, uneventful landings where the coffee matched spec and the paperwork stayed in the drawer. Do the boring basics well. Your P&L will thank you.