Mandatory customs requirements for coffee samples

The Australian Department of Agriculture have a specific set of requirements to allow samples in the country.
Unless thoroughly followed, parcels will be returned to the sender.

1. “Strong Vacuum” definition

The sample must be completely free of air, therefore a vacuum sealer is required to prepare the samples. See examples here (Google images)

2. Supplier Declaration

A supplier declaration must to be emailed to the courier as described in Step 3 below.

Download the Supplier Declaration template here:

Vacuum Packed samples – Supplier declaration (.docx file)

3. Examples of rejection due to instructions not being followed:

Missing letterhead:

Missing job title:

4. Mandatory email to the selected courier

We have been advised that customs do not have the staff to check physical documents. As a result, the declaration must be emailed as follow.

A) DHL

Email the Supplier Declaration directly to their AQIS team and Biosecurity emails at bioexpressau@dhl.com and sydgtwaqis@dhl.com
Cc rudy.huemer@nkg.coffee and iaca.traffic@nkg.coffee
In subject of the email: write the AWB number (no space between number) and the key words –“pre-alert” or “pre-clearance”. So that their AQIS team can pre-lodge the document to Quarantine for clearance purpose.
In the body of the email, write our purchase contract number, or state “Type sample” if not tied to a contract.

Example :

B) FedEx

Email the Supplier Declaration directly to their clearance team email at aucdndoc@fedex.com
Cc rudy.huemer@nkg.coffee and iaca.traffic@nkg.coffee
In subject of the email: write the FedEx tracking number (no space between numbers) and the key words –“pre-alert” or “pre-clearance”. So that their clearance team can pre-lodge the document to Quarantine for clearance purpose.
In the body of the email, write our purchase contract number, or state “Type sample” if not tied to a contract.

Example:

C) UPS (not recommended due to frequent delays)

Email a digital copy of the document directly to their clearance team email at auhouseclerks@ups.com
Cc rudy.huemer@nkg.coffee and iaca.traffic@nkg.coffee
In subject of the email: write the UPS tracking number and the key words –“pre-alert” or “pre-clearance”. So that their clearance team can pre-lodge the document to Quarantine for clearance purpose.
In the body of the email, write our purchase contract number, or state “Type sample” if not tied to a contract.