Buyer Guides · Sourcing process

How to Write an RFQ for Bulk Instant Coffee

A useful RFQ does more than ask for price per kilogram. It tells a potential supplier what needs to work in your formula or packing line, how a sample will be approved, and what trade conditions could make the proposal viable. Start with the production requirement; add detailed files as the evaluation progresses.

Why Structuring Your RFQ in Two Stages Saves Qualification Time

Stage 1: What to State Upfront in Your Initial Inquiry

In the first message, the supplier needs enough operational and commercial context to screen available production grades and check shipment feasibility. At this upfront stage, buyers should specify eight core inputs: end application, coffee format, target specifications, trial quantity, bulk packaging preference, required documentation list, destination country, and expected schedule.

Stage 2: What to Verify Once a Candidate Source Option Is Identified

Once the supplier identifies one or more candidate grades that match your upfront criteria, technical verification moves to three specific checkpoints:

• Cross-check the grade-specific Technical Data Sheet (TDS) — a TDS describes the typical physical, chemical, and microbiological parameters of a specific product code, along with its standard packaging and shelf life. Because a TDS represents typical product values rather than a batch-specific guarantee, QA teams use it to verify whether the proposed SKU fits their baseline specification before testing samples.
• Align on sample testing conditions — before evaluating an offer sample or dispatching a counter-sample, both sides should confirm the exact lab test methods: whether bulk density is measured as free-flow or compacted density under ISO 8460, what sieve mesh sizes define particle size and fines, and what dosage or base formula will be used for sensory cupping.
• Request the Certificate of Analysis (CoA) for the intended shipment lot — unlike a general TDS, a CoA reports the actual measured laboratory results for an identified production lot or Pre-Shipment Sample (PSS) sampled from lined bulk units. Purchase orders and pre-shipment approvals should always verify that the lot-specific CoA conforms to the agreed specification limits.

Field-by-Field Guide to Preparing Your RFQ

Application, Coffee Format, and Target Specifications

• Application — indicate whether the coffee will be blended into dry premixes (such as 3-in-1, 2-in-1, or cappuccino sachets), packed directly into retail containers (jars, cans, doypacks, or single-serve sticks), or dissolved for liquid beverage production.
• Coffee format — state whether you require spray-dried powder, agglomerated granules, or freeze-dried granules, and note any preference regarding coffee species (Robusta, Arabica, or blend) and roast profile.
• Target specifications — list the parameters that govern your line performance, such as moisture content, free-flow or compacted bulk density (citing ISO 8460), particle size and maximum fines for granular formats, solution pH, solubility, and pure coffee authenticity criteria.

Trial Quantity, Bulk Packaging, and Required Documentation

• Trial quantity and demand profile — state both the initial trial quantity needed for pilot-line or market validation and your projected repeat order volume, so the supplier can check MOQ and production scheduling.
• Bulk packaging — specify your preferred industrial pack weight (such as moisture-lined corrugated export cartons or bulk bags), whether palletization or neutral outer carton labeling is required, and any warehouse height constraints.
• Required documentation — list the quality, origin, and food-safety documents your regulatory and import teams need for customs clearance and supplier onboarding (such as Certificate of Origin, Phytosanitary or Health Certificates, allergen/GMO statements, or Halal/ISO/HACCP certificates where applicable). Specific contaminant testing limits and import registration rules vary by destination jurisdiction and should be confirmed against your target market's national food regulations.

Destination Country, Expected Schedule, and Sample Testing Alignment

• Destination country and delivery terms — provide the destination country, discharge port, and preferred Incoterms (such as FOB or CIF), so logistics and origin documentation can be checked accurately.
• Expected schedule — share your target timeline for sample evaluation, trial order dispatch, and commercial deliveries.

Copy-Paste RFQ Checklist for Bulk Instant Coffee

Procurement and QA teams can copy the checklist below and paste it directly into an inquiry email or the online RFQ form.

Part A — Stage 1: Initial RFQ details (submit upfront)

1. End Application: [3-in-1 or Cappuccino Premix / Retail Jar, Can or Doypack Filling / Single-Serve Stick Packing / RTD Beverage or Vending]
2. Coffee Format: [Spray-Dried Powder / Agglomerated Granules / Freeze-Dried Granules] · [Bean preference & roast profile, if any: ___]
3. Target Specifications:
   • Bulk Density & Method (ISO 8460): [Target range: ___ g/L | Free-flow or Compacted]
   • Moisture Ceiling: [Max ___ %]
   • Particle Size / Fines Limit (if applicable): [Target sieve range: ___ | Max fines: ___ %]
   • Solution pH / Solubility / Colour Notes: [Specify target parameters or reference benchmark]
4. Trial Quantity & Ongoing Volume:
   • Initial Trial Quantity: [___ kg or ___ MT]
   • Estimated Repeat Volume: [___ MT per shipment / frequency]
5. Bulk Packaging Preference: [Carton net weight preference, inner liner requirement, floor-loaded vs. palletized, standard vs. neutral carton marking]
6. Documentation Requirements: [List required export, origin, quality, or religious/food-safety certificates for your company and destination customs]
7. Destination Country & Delivery Terms: [Destination Country & Port] · [Preferred Incoterms: FOB / CIF / Other]
8. Expected Schedule: [Target date for sample review: ___ | Expected shipment window: ___]

Part B — Stage 2: Source qualification & pre-shipment checklist

• Cross-Check Grade-Specific TDS — review the Technical Data Sheet for the exact proposed SKU code to verify typical physical, chemical, microbiological, packaging, and shelf-life parameters.
• Align on Sample Testing Conditions — confirm whether you are requesting a supplier offer sample or sending a counter-sample, and align on lab test protocols (in-recipe dosage for premix trials, or sieve/density/filling checks for packing lines).
• Verify Lot-Specific CoA Before Shipment — require a batch-specific Certificate of Analysis (CoA), and Pre-Shipment Sample (PSS) approval where applicable, confirming that the actual production lot meets the agreed specification limits.

Have a draft specification or a supplier issue to solve? Discuss Your Sourcing Needs →

A note on scope. This checklist is meant to help you brief any supplier clearly. Format, availability, minimum order, documentation and specific legal/import thresholds vary by destination market and are confirmed per enquiry — not guaranteed by anything stated on this page.

Sources

• ISO 8460 — Instant coffee: Determination of free-flow and compacted bulk densities
• ISO 6670 — Instant coffee: Sampling method for bulk units with liners
• ISO 11292 — Instant coffee: Determination of free and total carbohydrate contents; ISO 24114 — Instant coffee: Criteria for authenticity
• RawSource — How to Read a Technical Data Sheet: TDS vs. CoA vs. SDS; Systler — How to Read a COA: Buyer Checklist
• Rock Chemicals, Inc. — Documentation FAQ: SDS, CoA, TDS, Spec Sheets, Kosher/Halal Letters and Traceability
• FoodGradeAdditives — Technical Food Additive RFQ & Supplier Support