Indonesian Coffee Letter of Credit Documents: 2025 Checklist

A laser-focused, field-tested guide to getting an LC‑compliant phytosanitary certificate for Indonesian green coffee in 2025. Exact LC wording, what quarantine will and won’t print, ePhyto vs paper, container and seal numbers, timing the inspection, and how to dodge the most common discrepancy fees.

If you export or import Indonesian green coffee under an LC, the phytosanitary certificate is usually where things go sideways. We’ve learned this the hard way. Most LC discrepancy fees we see don’t come from the bill of lading or invoice. They come from one line of wording on the phyto.

Here’s a practical, field-tested checklist for 2025 that we use at Indonesia-Coffee when shipping everything from Sumatra Mandheling Green Coffee Beans to Arabica Bali Kintamani Grade 1 Green Coffee Beans under HS 0901. It focuses only on the phytosanitary certificate and how to make it LC‑clean.

Why your LC lives or dies on the phytosanitary page

Banks check documents on their face. Quarantine officers issue plant health statements, not commercial statements. Those two worlds don’t always align. When an LC demands non‑plant‑health claims on the phyto, Indonesia’s Agricultural Quarantine won’t print them. That’s how “clean shipments” collect USD 150–300 in discrepancy fees.

The gap is avoidable. It starts with LC wording.

The exact LC wording we recommend in 2025

We suggest inserting text the issuing bank and Indonesia’s quarantine both accept. Here’s a clause we’ve field‑tested:

“Phytosanitary certificate issued by the competent authority of the exporting country stating the botanical name of the product (Coffea arabica and/or Coffea canephora) and showing quantity. Additional declaration, if any, limited to plant health requirements of the importing country. Container number and seal number may appear on the phytosanitary certificate or on any other shipping document.”

If your buyer requires fumigation, add:

“Details of any disinfestation treatment, if performed, may appear in the ‘Treatment’ field of the phytosanitary certificate or on a separate fumigation certificate.”

Two non‑negotiables we push for:

“One original acceptable. Copies permitted.” If the bank insists on two originals, amend it before shipment. Indonesia typically issues one original and copies.
If you plan to use ePhyto: “This credit is subject to eUCP 2.0. Phytosanitary certificate may be presented as an electronic record via the IPPC ePhyto Hub with verification link or QR code.”

Who issues the certificate in Indonesia and how long it takes

Indonesia’s Agricultural Quarantine (Badan Karantina Indonesia, Ministry of Agriculture) issues phyto certificates. Applications run through IQFAST. For coffee beans, inspections are normally at the exporter’s warehouse or port.

What we see on timing in 2025:

Booking inspection: same day to 1 business day if requested before noon.
Physical inspection: typically within 1–2 business days.
Certificate issuance: within 24 hours after inspection and payment, provided no lab hold.
Lab holds for live insect ID: add 2–5 business days.

Our rule of thumb. Book 3–5 working days before your ETD, especially during harvest peaks.

Will quarantine include container and seal numbers on the phyto?

Short answer. Sometimes, but don’t force it in the LC. Indonesia uses the IPPC standard form which allows “Distinguishing marks” and “Identification of container/seal” fields. In practice:

Container numbers. Often accepted if the container is stuffed and verified at inspection time.
Seal numbers. More sensitive. Officers may print them but typically only if they can verify at the time of inspection. If you change the seal later, you’re stuck reissuing the phyto.

Practical fix. Allow container/seal to appear on the phyto or “on any other shipping document.” Most banks accept that when the LC says so. We usually place the container and seal on the packing list as a backstop.

ePhyto vs paper under UCP 600 and eUCP 2.0

Here’s the thing. An ePhyto is only bank‑acceptable when the LC is issued subject to eUCP 2.0 and explicitly permits electronic records. Without that, you need a paper original with wet signature and stamp.

What’s new. Over the last six months, we’ve seen more banks accept ePhyto for coffee when the LC references eUCP 2.0 and includes a delivery channel (verification URL/QR, IPPC hub reference, or bank email for electronic presentation). Some banks still prefer paper in certain markets.

Our approach. If your buyer’s bank is conservative or the corridor is new to eUCP, present paper. If both sides are eUCP‑ready, ePhyto is faster and avoids courier risk.

Need a read on your corridor’s current practice? Feel free to Contact us on whatsapp. We can tell you what we’ve seen in the last quarter on that route.

Is a fumigation certificate enough if the LC asks for a phyto?

No. A fumigation certificate proves a treatment occurred. A phytosanitary certificate is a sovereign plant health attestation. They’re not interchangeable.

Where fumigation fits. If the importing country requires a specific treatment, Indonesia’s phyto can show it in the “Treatment” box. Otherwise we present a separate fumigation certificate. But we never use it to replace the phyto when the LC calls for the phyto by name.

The most common LC discrepancies we see on phytosanitary certificates

We track these so you don’t repeat them:

Additional declaration wording mismatches. The LC demands non‑plant‑health claims like “free from salmonella” or “non‑GMO.” Quarantine won’t print those. Fix. Limit ADs to plant health only. If a country needs pest‑specific text, give us that exact sentence from the regulation.
Wrong botanical name. LC says “Coffea robusta” while the phyto uses the current name “Coffea canephora.” Fix. Write “Coffea arabica and/or Coffea canephora (Robusta)” in the LC.
Certificate dated after shipment. Many LCs require the phyto dated on or before the on‑board date. Fix. Book inspection before stuffing and check the date before you close the container.
Demanding two originals. Indonesia typically issues one original plus copies. Fix. Amend LC to accept one original or allow ePhyto under eUCP 2.0.
Container/seal required on the phyto, but seal changed at port. Fix. Put “or any other shipping document” in the LC. Show final seal on packing list.
Quantity mismatch. Phyto shows net weight in kg. LC compares against units in bags or pounds. Fix. Align units or allow tolerance. We keep phyto quantity equal to the net shipped weight.
Consignee mismatch. Some LCs want phyto to a different party. Fix. Align LC instructions with the buyer’s preference before inspection day.
Unprintable commercial statements. “Product is organic” or “ICO code” on the phyto. Quarantine won’t add those. Fix. Keep commercial claims on the invoice or separate certificates.
Handwritten corrections. Not allowed. Indonesia reissues a clean certificate. Fix. Return the original, request cancellation in IQFAST, and reissue before presentation.

Step‑by‑step: booking inspection with Agricultural Quarantine for coffee export

This is the flow we follow for green coffee HS 0901:

Pre‑check the LC. Confirm acceptable wording, number of originals, AD text, eUCP or paper, and any treatment requirements.
IQFAST application. Submit exporter details, HS 0901, botanical name, quantity, destination, and any AD required by the destination NPPO. Attach invoice/packing list drafts for reference.
Schedule inspection. Choose warehouse or port. If you want container and seal printed, schedule at stuffing and keep the container accessible to the officer.
Prepare the lot. Clean pallets. Mark bag counts. Keep samples ready. If fumigation is required, complete it before inspection and have the treatment record on hand.
Inspection day. Officer checks for live insects, contamination, and documentation. If all clear, you’ll get approval for issuance.
Payment and issuance. Pay fees in IQFAST. Collect paper original or download ePhyto if allowed. Verify fields before you leave the office.

Takeaway. Align your timeline so the phyto date doesn’t fall after the on‑board date. That’s the easiest discrepancy to avoid.

Quick answers to the questions buyers ask

How many originals do I need and will banks accept copies?

Indonesia issues one original phyto. LCs that ask for two originals cause trouble. We push for “one original acceptable” or ePhyto if the LC is under eUCP 2.0. Banks won’t accept copies when the LC calls for originals.

Does the phyto need net weight or lot numbers?

Quantity in kg is standard. Lot numbers are uncommon and usually not verified by quarantine. Avoid requiring lot numbers on the phyto in your LC.

Can the phyto show “free from live insects” as an additional declaration?

Yes, phrased as a plant‑health statement. A safe template is: “The consignment is free from live insects at the time of inspection.” For pest‑specific ADs, use the exact importing‑country wording.

How do I correct errors on the Indonesian phyto?

No hand edits. Return the original, request cancellation in IQFAST, and apply for a reissue. You’ll get a new certificate number and date.

Your 2025 checklist for an LC‑clean phytosanitary certificate

Put this in the LC: botanical name “Coffea arabica and/or Coffea canephora (Robusta).” Allow container/seal to appear on the phyto or another document.
Keep ADs strictly plant‑health. If a country requires specific wording, supply that exact sentence.
Choose paper vs ePhyto early. If ePhyto, make the LC subject to eUCP 2.0 and permit electronic records.
Ask for “one original acceptable.”
Book inspection 3–5 working days pre‑ETD. If you need container/seal on phyto, schedule at stuffing and avoid changing the seal later.
Verify date, quantity, and names before you leave the quarantine office. Reissue immediately if something’s off.

In our experience, following this checklist cuts 80 percent of LC document discrepancy risk on coffee phyto. And it lets you focus on the fun part. Like cupping your first lot of Blue Batak Green Coffee Beans as it lands.

Need help tailoring the AD to your destination’s rulebook or deciding whether your bank will accept ePhyto on your corridor? Call us and we’ll walk through your LC line by line before you book inspection. If you’re still shopping origins, you can also View our products and we’ll pair the right lot with the right paperwork.