Step-by-step checklist to ship 1–2 kg Indonesian coffee samples to the USA using Section 321 and FDA Prior Notice. Includes HS codes, invoice wording, carrier tips, 2025 courier cost ranges, and how to avoid customs holds.
If you’ve ever lost a week to a simple coffee sample shipment, you’re not alone. We’ve been exporting Indonesian coffee for years, and the fastest way to ship 1–2 kg samples to the USA in 2025 is still courier express with Section 321 de minimis and a clean FDA Prior Notice. Done right, it clears in hours. Done wrong, it sits.
Here’s exactly how we prepare and ship green or roasted samples from Indonesia to mainland USA with minimal friction.
What’s changed for 2025
- Section 321 stays at USD 800. CBP continues to enforce the “one consignee per day” rule. Don’t split shipments to the same buyer on the same day.
- Carriers have tightened data accuracy. Vague invoices like “coffee sample” without HS code or end-use get flagged more often than last year.
- Hawaii and Puerto Rico scrutiny remains high for green coffee. Mainland USA is straightforward if you follow APHIS guidance.
The 10‑minute checklist for a 1–2 kg sample
In our experience, this sequence clears 9 out of 10 shipments without a hold.
1) Pick the courier
- DHL Express Indonesia: fastest pickup and handover in most Indonesian cities. Typical transit to LAX, SFO, JFK is 3–5 business days.
- FedEx International Priority: similar speed and reliability from Jakarta/Surabaya.
- EMS/Pos: cheaper but inconsistent tracking and slower customs interfaces. We don’t use it for time-sensitive samples.
Tip: Use the buyer’s account if they have better negotiated rates. Otherwise book on our account and bill back.
2) Classify correctly with HS code
Use precise HTS codes on the commercial invoice and AWB data.
- Green, unroasted, not decaffeinated: HS 0901.11.0000
- Green, unroasted, decaffeinated: HS 0901.12.0000
- Roasted, not decaffeinated: HS 0901.21.0000
- Roasted, decaffeinated: HS 0901.22.0000 Most coffee is duty‑free into the US, and under Section 321 no duties/taxes apply when the total value is under USD 800.
3) APHIS rules and phytosanitary
- Mainland USA: Green coffee from Indonesia generally does not require a phytosanitary certificate. Beans must be clean, unroasted, free of pulp/plant debris, and packaged to prevent pest escape. We use liners and clean jute or poly.
- Hawaii and Puerto Rico: Green coffee is restricted. Don’t send green beans there via courier unless the receiver holds the right permits and treatments are arranged. Roasted coffee is fine and ships normally.
4) Section 321 value and consignee details
- Keep total invoice value under USD 800. Use a realistic sample value. Don’t declare zero. For standard Arabica samples, we declare USD 10–20 per kg. For premium microlots or Kopi Luwak, use a realistic higher price but still under USD 800.
- One shipment per US consignee per day to qualify for Section 321. If your buyer wants five origins the same day, ship as one combined package.
5) FDA Prior Notice: who files and how
- Is Prior Notice required? Yes. Coffee is an FDA‑regulated food. Prior Notice is required for both green and roasted beans.
- Who files it? DHL and FedEx can file Prior Notice on your behalf if your data is complete. We often let the carrier submit PN because it syncs with the manifest. Alternatively, you or your buyer can file via FDA PNSI and provide the PN Confirmation Number to the carrier.
- Data you’ll need: product description, FDA product type (coffee), manufacturer/shipper details, consignee, quantity, packaging, and estimated arrival.
If you’d like us to prepare PN and documentation for your specific lot and consignee, just Contact us on whatsapp. We’ll use the exact HS codes and PN wording that clear reliably.
6) Commercial invoice wording that avoids holds
We’ve found these lines reduce questions from CBP, FDA and the carrier broker.
- Description: “Unroasted green coffee beans. Washed. For quality evaluation and cupping. Not for resale.”
- HS code: e.g., “0901.11.0000”
- Quantity and weight: e.g., “2 kg net, vacuum packed in 2 x 1 kg bags”
- Country of origin: “Indonesia”
- Unit value and total value: realistic sample value
- Incoterm: “DAP” or “CPT” (courier shipments typically use DAP)
- End use: “R&D cupping and quality evaluation by importer”
- Section 321 note: “De minimis shipment. Value < USD 800. One shipment per day per consignee.”
Label each inner bag: “Green coffee sample. Not for resale. Origin: Indonesia. Lot: [lot code].” That small label helps during physical inspection.
7) Packing to pass inspection
- Inner: grainpro or poly liner. Outer: clean jute or sturdy poly mailer. No raw plant materials or soil/wood dust inside.
- Keep moisture ≤ 12.5–13 percent.
- Avoid including farm leaf, stems, or parchment. Screen for debris. APHIS holds often start with visible pulp.
8) Transit times and 2025 cost ranges
Retail counter rates in Indonesia vary by city and fuel surcharge. Our recent 2025 quotes and shipments:
- 1 kg, Jakarta to Los Angeles: roughly USD 80–140 with DHL or FedEx retail. Corporate accounts often land at USD 55–95.
- 2 kg, Jakarta to Los Angeles: roughly USD 115–220 retail. Corporate accounts: USD 85–160.
- Add USD 10–20 for remote area pickup or delivery. Add USD 5–15 for extra invoice line items or address corrections. Most mainland deliveries are 3–5 business days. East Coast can add a day versus West Coast.
9) When roasted samples make more sense
Roasted avoids APHIS green‑bean concerns and gets fewer inspections, especially to Hawaii or Puerto Rico. If your goal is a quick flavor check, roasted can be the path of least resistance. We often send a green pairing and a roasted reference, for example our washed Bali lot Arabica Bali Kintamani Grade 1 Green Coffee Beans together with a wine‑fermented profile like Bali, Java, Gayo & Mandheling - Wine Green Arabica Coffee Beans, or we ship a small roasted set when the buyer needs immediate cupping.
FAQ: the stuff we’re asked every week
Do I need FDA Prior Notice to ship coffee samples to the US?
Yes. Both green and roasted coffee require Prior Notice. Carriers can file it if you provide full details. We let DHL/FedEx submit PN for most courier samples.
Are phytosanitary certificates required for green coffee samples from Indonesia?
For mainland USA, no phyto is generally required for clean, unroasted beans. Hawaii and Puerto Rico are restricted for green beans. Use roasted for those destinations or the importer must hold permits.
What HS code should I use on the invoice?
Green unroasted, not decaf: 0901.11.0000. Green decaf: 0901.12.0000. Roasted not decaf: 0901.21.0000. Roasted decaf: 0901.22.0000.
How much can I send without paying US duty?
Under Section 321, shipments with declared value under USD 800 to one consignee per day enter duty‑free. Coffee is also typically duty‑free under the HTS lines above.
Can DHL or FedEx file FDA Prior Notice, or do I do it?
They can file for you. Provide complete product and consignee data. If you or your buyer file through FDA PNSI, share the PN Confirmation Number with the carrier before arrival.
What should I write on the commercial invoice so customs doesn’t hold my coffee sample?
Use a precise description, HS code, realistic value, “Not for resale,” and the end‑use “quality evaluation/cupping.” Include country of origin and net weight. Avoid “food sample not for human consumption.” That confuses PN reviewers.
Will coffee samples get stopped if shipped to Hawaii or Puerto Rico?
Roasted coffee rarely gets stopped. Green coffee often does unless the receiver has permits and specific treatments. For first shipments, send roasted only to those destinations.
Can I ship roasted coffee samples without FDA registration?
FDA facility registration applies to foreign facilities that manufacture, process, pack, or hold food for US consumption. Prior Notice can still be filed without quoting a registration number on the invoice, and most courier samples clear. Work with the buyer’s FSVP importer for compliance beyond samples.
Three mistakes that trigger holds (and how to avoid them)
- “Sample” with no HS code or end‑use. Always include 0901.xxxx and “For quality evaluation/cupping. Not for resale.”
- Declared value USD 0. CBP needs a value. Use a modest, realistic value per kg and keep total under USD 800.
- Debris in green beans. Clean, dry beans in liners. No pulp, no leaf, no bark.
A realistic example you can copy
- Shipment: 2 x 1 kg green Arabica samples, washed and natural
- Invoice description: “Unroasted green coffee beans. Washed and natural lots. For quality evaluation and cupping. Not for resale.”
- HS code: 0901.11.0000
- Value: USD 15/kg x 2 kg = USD 30 total
- Packaging: 2 x 1 kg vacuum packs inside poly liner, inside box
- Section 321 note: “De minimis shipment < USD 800. One shipment per consignee per day.”
- Prior Notice: filed by DHL with our shipment data
- Transit: Jakarta to Los Angeles, 4 business days, delivered DAP
If you want sample suggestions tailored to your roasting profile, we can propose compact sets from North Sumatra and Bali, including profiles like Blue Batak Green Coffee Beans or washed Bali lots. If you already know what you want, you can View our products and send us the list of sample SKUs.
The reality is that small details move the needle. A clear description, the right HS code, a realistic value, and PN filed before arrival. Do that and your sample lands while the competition is still stuck in a “documents required” loop. And if your shipment is unusual or going to a sensitive destination, feel free to Contact us on whatsapp. We’ve likely seen your scenario before and can help you avoid the common traps.