Fulfilling Your Contract

Late Shipment Clause

Royal Coffee expects all shipments to be fulfilled within GCA contract terms.

For FOB purchases, the bill of lading should be dated no later than the fifth calendar day of the month following the contract shipment month.

For example, a January shipment contract should be on the vessel on or before February 5.

In order to meet this expectation, it is important to only offer coffee when you are confident it can be delivered. We would always prefer to be told something is not possible to contract for a particular month, rather than learning it will be late after the fact.

For shipments which are late, Royal Coffee reserves the right to claim 1% of the contract value per month, until it is shipped.

Quality Control & Preshipment Samples

We require one pre-shipment sample for each SAS Royal Coffee contract. Please note the following requirements for prompt evaluation by our team and fulfillment of your contract:

Sample requirements

• Each sample must be clearly labeled with the applicable Royal reference number and be fully representative of, and traceable to, the coffee being shipped.
• Our preferred sample size is 500 g.
• Samples should be provided during the month preceding the contracted shipment month.
• Samples should be securely packaged to protect their quality and prevent damage or contamination during transit.

Sample deadline

Preshipment samples should be mailed to us no later than the 10th day of the month prior to the contract shipment month.

This allows enough time for sample delivery, cupping, and approval, while providing a buffer in case the sample needs to be rejected and resent.

For example, the preshipment sample should be mailed on or before January 10 for a February shipment.

Sample approval

In the event a contract is shipped without receiving preshipment sample approval, Royal Coffee will pay 80% of the invoice value and retain the rest in trust until the landed sample may be evaluated and approved by our QC team.

Mailing address

Quality control contact

For questions or more information regarding preshipment samples, email Matt Roos, Ray Rimas, or Mike Cummings at qc@royalcoffee.com.

Trading

By phone

For the most immediate service on price fixations we highly recommend calling +1-510-652-4256 (Monday–Friday from 6:15 am to 10:30 am PST).

By email

For questions or non-urgent fixations, you can email the trading team at trading@royalcoffee.com. If you choose to email your fixation request, you will need to include the contract number(s) that you wish to transact and understand that:

• Fixation requests sent to individual Royal traders are not guaranteed unless trading@royalcoffee.com is copied.
• Fixation instructions at market sent via email will be transacted at the time and prevailing market level that the email is read by our trading team. Phone orders will be transacted as you wait on the line, and take only seconds.

Logistics, Shipping Instructions & Documents

Royal Coffee will issue shipping instructions (SI) prior to shipment periods, regardless of PSS approval. If you are missing a shipping instruction, please contact inboundtraffic@royalcoffee.com.

We understand steamship bookings are difficult and it is not always within the supplier’s control. We are unlikely to issue a claim in these instances.

Clear and early communication from your logistics team will make a claim less likely. Your acceptance of this contract indicates your agreement and understanding that any such claim will be settled promptly.

Required documents

The following information and documents will be needed for prompt payment by Royal Coffee:

• FDA Registration Number (Manufacturer)
• Commercial Invoice
• ICO Certificate or Certificate of Origin
• Other shipping documents as indicated in shipping instructions

Additional organic documents

For organic certified coffees we also require:

• Master Organic Farm Certificate
• NOP Import Certificate (NOPIC) or Organic Transaction Certificate including ICO marks
• NOP Equivalency with Canada Organic Regime (COR) is required and must be noted on each transaction certificate

Logistics contacts

For shipping instructions, information, and to send copies of documents email Jodi Louws, Amy Pereira, or Alex Taylor at inboundtraffic@royalcoffee.com.

For certifications email inboundtraffic@royalcoffee.com and Lauren Cropper at lcropper@royalcoffee.com.

Payments

For any payments we make to new banking details, we will need to verify over a video call and will contact the authorized person(s) you have selected on your new vendor form.

For questions about payments, email inboundtraffic@royalcoffee.com.