How to Request a Green Coffee Sample from Indonesia
Published June 2026 · By Willkin Green Coffee (PT Global Wills Sejahtera)
For most green coffee buyers, a physical sample evaluation is the essential step between initial inquiry and purchase order. This guide explains the full sample request process — what information to send, what the supplier provides, and how to evaluate what arrives.
What to Include in Your Sample Request
A well-formed sample request gets a faster, more accurate response. Include:
Information
Example
Why It Matters
Origin / region
Gayo, Aceh / Lampung
Narrows the catalog immediately
Species
Arabica / Robusta
Different processing, pricing, availability
Grade
Grade 1, SNI standard
Determines defect/moisture spec
Processing method
Washed, Natural, Honey
Different flavor profile and price
Intended use
Espresso blend, filter, instant
Supplier can suggest best-fit lot
Estimated annual volume
50 MT/year, 2 containers/year
Signals commercial intent; affects service priority
Certification requirements
Organic EU, Rainforest Alliance, none
Limits available lots if required
Delivery country
Netherlands, USA, Japan
Affects shipping cost estimate and document requirements
The 9-Step Sample Process (Willkin Standard)
1
Initial inquiry — Buyer sends RFQ with the information above to [email protected]
2
Acknowledgement (within 24h) — Supplier confirms availability, provides grade spec sheet and indicative FOB price range
3
Sample agreement — Buyer confirms they want the sample. Willkin ships samples at no charge for qualified buyers (volume ≥5 MT/year); nominal cost for smaller inquiries
4
Sample preparation (2–4 days) — 300–500g of the requested lot is pulled, quality-checked, and packed. A moisture/defect data sheet is prepared
5
Shipment (via DHL/FedEx, 3–7 business days) — Sample shipped with tracking number. Green bean samples under 2kg typically clear customs without phytosanitary complications in most markets
6
Buyer evaluation — Buyer inspects green beans (moisture, screen, visual defects), roasts sample, cups against SCA protocol
7
Feedback (within 14 days of receipt) — Buyer provides cupping notes and any spec gaps. If adjustments needed, a revised sample from a different lot can be arranged
8
Approval + commercial offer — Buyer approves sample; supplier provides full commercial offer: price, MOQ, payment terms, lead time, documentation list
9
Purchase order — Buyer issues PO; supplier confirms and begins production/allocation for the shipment lot
Commercial grade: clean, no harsh ferment off-notes
Timeline Summary
Stage
Duration
Inquiry to sample dispatch
3–6 days
Sample in transit
3–7 business days (international courier)
Buyer evaluation
7–14 days
Feedback → commercial offer
1–3 days
Total: inquiry to commercial offer
~2–4 weeks
Request a sample: Email [email protected] with your origin preference, grade, and estimated annual volume. We respond within 24 hours on business days.
Common Sample Mistakes to Avoid
Evaluating green coffee only visually — a clean-looking bean can have moisture problems; always measure
Cupping at wrong roast level — green coffee from Indonesia should typically be roasted light-to-medium for cupping; over-roasting masks defects and terroir
Approving sample but not confirming the bulk lot — confirm the bulk will come from the same crop year and lot as the sample
Not comparing to your reference standard — cup the sample alongside a known reference to calibrate