Guide to visiting tea-producing regions, evaluating farm quality, and structuring long-term supplier agreements.
Pre-Visit Sourcing Strategy
Identify farms via tea associations (Yunnan Tea Association, Taiwan Tea Council, Vietnamese Tea Board) or existing importer networks. Request farm certifications (GAP, organic, export history), production volume (annual capacity), and farmer contact. Most reputable farms produce 20-100 tonnes annually. Request sample pack (3-5kg minimum) and cupping notes before committing to a visit. Travel costs: flights to Kunming or Taipei $400-600 each way; farm region travel via hired driver $50-100 daily. Budget 7-10 days for meaningful sourcing trip covering 2-3 regions.
On-Farm Evaluation Checklist
Inspect tea garden: healthy leaf color, no visible pest damage, pruning patterns indicate age (older plants stronger flavor). Check processing facility: clean equipment, humidity-controlled drying room, pest control measures, waste disposal. Taste fresh harvest: request same-day processing if possible to experience terroir. Ask about input costs (fertilizer, labor), yield per hectare (typical 1,000-2,000kg dried tea), and annual labor turnover. Evaluate farmer willingness to document pesticide use and support testing requirements. Small red flags: vague harvest dates, no record-keeping, resistance to farm photos or third-party audits.
Contract and Payment Structure
Standard structure: deposit (20-30%), sea freight (CIF pricing covers delivery to your port), balance on bill-of-lading release. Typical volumes: 500kg minimum for new relationships, 1-2 tonne standard lots, 5+ tonnes for seasonal premiums. Price locks 30 days before shipping; market fluctuations usually handled by fixing FOB price in contract. Include force majeure clause (weather, disease). Agree on quality specs: moisture 5-7%, leaf grade (whole vs. broken %), color standards. Establish regular tasting cuppings (quarterly) to maintain quality baseline.
Logistics and Risk Management
Arrange pre-shipment inspection via third-party firm ($300-500) to verify lot matches contract specs before container load. Insure shipments (tea value + 10-15% markup) through marine cargo policy. Keep phytosanitary cert and lab test results with farm—they are responsible for export compliance, you verify before payment. Build relationship over 2-3 shipments before increasing order size; early orders reveal reliability and communication quality.