China is the world’s largest tea producer and exporter, and buying directly from Chinese factories gives importers access to green tea, black tea, jasmine, white tea, oolong, Pu-erh and matcha at true factory prices. But for most buyers — including many experienced ones — the hardest part of importing tea from China is not selecting the tea. It is the paperwork. One missing certificate can hold a container at customs for weeks; one vague contract line can turn a quality dispute into a total loss. This guide walks you through every document, certificate and checkpoint involved in a Chinese tea purchase, and finishes with a practical pre-shipment checklist you can reuse on every order.
At Smileaf Tea (Xiamen Smileaftea Import & Export Co., Ltd.), we ship bulk and private-label tea to importers across Africa, the Middle East, Central Asia, Europe and Southeast Asia. The structure below reflects the questions our clients ask most often before their first container.
Why the Paperwork Decides Whether Your Shipment Sells
Tea is a regulated food product in nearly every destination market. Customs officers do not judge your tea by the cup — they judge it by its documents. If your phytosanitary certificate is missing, your container may be re-exported or destroyed. If your Certificate of Origin uses the wrong form, you pay full duty instead of a preferential rate. And if your per-lot COA (Certificate of Analysis) is absent, you have no contractual evidence when a quality claim arises after arrival. In short: the documents are not bureaucracy; they are your insurance policy, your duty-saving tool and your legal evidence in one package.
Step 1 — Verify the Supplier’s Licenses and Certificates
Before you discuss price, verify that the company you are talking to is a legitimate, licensed tea manufacturer or exporter. There are four credentials to check.
SC Food Production License (SC Number)
Every food factory in China must hold an SC license (食品生产许可证) issued by the market supervision authority. This is the single most important credential, because it proves the facility is legally permitted to produce tea for human consumption. Ask the supplier for the SC number — it always starts with “SC” followed by 14 digits — and check that it appears on their COA documents and packaging. Our own license, SC11435021207276, is printed on every quality document we issue.
ISO 22000 / HACCP Food Safety System
An ISO 22000 or HACCP certificate shows the factory runs a documented food-safety management system: hazard analysis, critical control points, traceability and recall procedures. For buyers supplying supermarkets or chains in the EU, Middle East or North America, this certificate is often a customer-requirement in itself, so ask for a copy and check the certificate body and validity dates.
Export License and Track Record
Factories in China may export either directly (holding their own export license and customs registration) or through a licensed export agent. Both are legal, but a factory that handles export itself will usually issue documents faster and answer customs queries more competently. Ask how many years the company has been exporting and to which markets — a supplier already shipping to the EU, for example, is already used to MRL (maximum residue level) documentation.
Organic, Halal and Market-Specific Certificates
Depending on your channel and destination, you may also need: EU Organic or USDA NOP certificates for the organic segment; Halal certification for Middle East, North Africa and Southeast Asia markets; and FDA registration knowledge for US-bound shipments. Always verify organic certificates against the certifier’s public database, not just the PDF the supplier sends — certificate fraud is rare but not unknown. For a deeper compliance map by destination, see our Tea Export Compliance Guide.
The Core Export Document Set
Once quality and terms are agreed, the supplier prepares a standard document package for each shipment. The table below lists what each document is, who issues it and what it protects you against.
| Document | Issued by | What it proves / does | Buyer notes |
|---|---|---|---|
| Commercial Invoice | Exporter | Contract value, goods description, trade terms (FOB/CIF) | Must match L/C and contract exactly |
| Packing List | Exporter | Bag/carton counts, net & gross weight, markings | Cross-check against container loading plan |
| Bill of Lading (B/L) | Shipping line | Title document; vessel, ports, shipment date | Required for T/T balance and bank negotiation |
| Certificate of Origin (CO / Form A / RCEP) | CCPIT or China Customs | Chinese origin; enables preferential duty under FTAs | Confirm which form your country accepts before shipment |
| Phytosanitary Certificate | China Customs (plant quarantine) | Tea is free of quarantine pests; official plant-health proof | Mandatory for most food-importing countries |
| Health Certificate | China Customs / health authority | Product fit for human consumption | Standard requirement in Africa & Middle East imports |
| COA per production lot | Factory lab or SGS / Intertek | Moisture, ash, residues vs. contractual limits | Your key evidence for quality claims — never skip |
| Fumigation / ISPM 15 | IPPC-licensed agency | Wooden pallets & crates are treated | Only if wooden packing materials are used |
One practical tip: ask the supplier to send draft documents 3–5 days before the container gates in. Correcting an invoice description after sailing is slow and sometimes impossible; correcting a draft costs nothing.
Quality Parameters and the GB/T National Standards
Chinese tea categories are governed by GB/T national standards, which define grading, sensory requirements and physico-chemical limits. You do not need to read the standards themselves — but you should reference the correct standard number in your contract and pin the key limits contractually. The table below summarizes the standards our clients most commonly cite.
| Tea category | GB/T standard | Key contractual parameters (typical) |
|---|---|---|
| Green tea (Chunmee, Gunpowder, Sencha-style) | GB/T 14456 | Moisture ≤ 6.5%; total ash ≤ 7.0%; tea dust ≤ 1.5%; water extract ≥ 32–36% |
| Black tea — CTC (BP, BOP, Fannings) | GB/T 13738.1 | Moisture ≤ 7.0%; total ash ≤ 7.0%; water extract ≥ 36% |
| Black tea — Gongfu (Keemun, Dianhong, Lapsang) | GB/T 13738.2 | Moisture ≤ 7.0%; powder ≤ 1.0%; water extract ≥ 30–34% |
| Jasmine (scented) tea | GB/T 22255 | Moisture ≤ 8.5%; aroma persistence ≥ 3 infusions (sensory panel) |
| White tea (Silver Needle, Bai Mu Dan, Shou Mei) | GB/T 22291 | Moisture ≤ 8.5%; total ash ≤ 6.5%; powder ≤ 1.0% |
| Oolong tea (Tieguanyin, rock tea) | GB/T 30357 | Moisture ≤ 7.0%; total ash ≤ 6.5% |
| Pu-erh tea (raw & ripe) | GB/T 22111 | Moisture ≤ 12% (pressed formats); ash ≤ 7.0% |
| Food safety limits (all categories) | GB 2762 / GB 2763 | Contaminant limits and pesticide MRLs — baseline for COA |
For EU and other strict-residue destinations, GB 2763 is only the Chinese baseline: your contract should additionally require compliance with the destination regime, most commonly EU Regulation (EC) 396/2005 for European buyers or the Japan Positive List for Japan-bound lots. A competent supplier will issue a per-lot COA showing residue results against your destination’s limits, and will accept pre-shipment third-party testing by SGS or Intertek at your request — a reasonable, low-cost condition that removes most quality risk from a first order.
Commercial Terms: MOQ, Samples, Payment and Incoterms
Documents only matter inside a workable commercial framework. These are the standard terms in the Chinese bulk-tea trade, and the ones we use at Smileaf Tea.
MOQ and Free Samples
Typical MOQ for bulk loose tea is 500 kg to 1 MT per item; for OEM/private-label orders it is 300 kg per SKU (per contract). Samples of 50–200 g are supplied free of charge — you pay only the courier. Never skip the sample round: cup the samples, agree on a sealed counter-sample, and keep it as the arbitration reference. The counter-sample plus the contractual GB/T parameters is what protects you if an arrival lot disappoints.
Payment: T/T and L/C
The two standard payment instruments are T/T (telegraphic transfer) — commonly 30% deposit with 70% paid against the B/L copy — and L/C at sight for larger or first-time contracts. L/C costs more in bank fees but protects both sides when trust is not yet established; it is common for buyers in West Africa, Central Asia and the Middle East. Whichever you choose, make sure the invoice and packing list match the L/C wording exactly — documentary discrepancies, not quality, are the most frequent cause of payment delays.
Incoterms: FOB Ningbo / Shanghai / Xiamen
Most Chinese tea moves on FOB terms from the major ports — Ningbo and Shanghai for green tea (Zhejiang/Anhui origin), Xiamen for oolong, white tea and southern categories. On FOB, you arrange the freight and insurance; on CIF the supplier does; DDP (delivered duty paid) is possible for experienced buyers who want a landed-cost single price. Bulk tea in 25–30 kg PP woven bags loads approximately 10–12 MT into a 20GP and 18–22 MT into a 40GP, so knowing your packing format is essential for freight budgeting.
The 10-Point Pre-Shipment Checklist
- Verify credentials: SC food production license, ISO 22000/HACCP certificate, export license.
- Sign a contract that cites the correct GB/T standard, grade, item number and crop season.
- Confirm a sealed counter-sample and store one copy at your office, one at the factory.
- Set contractual limits for moisture, ash, broken/dust content and residues per destination.
- Define the document package (invoice, packing list, CO, phytosanitary, health, COA) in the contract.
- Agree payment terms (T/T 30/70 or L/C at sight) and check all bank details by phone.
- Book third-party inspection (SGS/Intertek) for first orders or high-value lots.
- Review draft shipping documents 3–5 days before container gating.
- Match container loading: verify bag counts and weights against the packing list at stuffing.
- Test on arrival: draw samples per lot and compare against the COA and counter-sample before releasing the balance payment or selling onward.
Common Mistakes That Cost Importers Money
Finally, four mistakes we see most often from new buyers. First, buying on price alone: the cheapest quote usually means re-baked old tea, higher stem content or substituted grades — always compare COA values, not just USD figures. Second, skipping the sealed sample: without a counter-sample there is no objective reference when a dispute arises. Third, ignoring residue requirements until after shipment: MRL compliance must be built into the lot selection and testing plan before production, not discovered at destination customs. Fourth, paying 100% before shipping: standard terms (30/70 T/T or sight L/C) exist precisely to keep leverage balanced through delivery.
Frequently Asked Questions
What documents do I need to import tea from China?
The standard package is: Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin, Phytosanitary Certificate, Health Certificate and a per-lot COA. Depending on your destination you may also need a fumigation certificate (wooden packing), an FTA preferential form (e.g. RCEP), or organic/Halal certificates.
Which certificates should a Chinese tea supplier have?
At minimum an SC food production license (verifiable 14-digit number), an ISO 22000 or HACCP food-safety certificate, and export registration. For specific channels, add EU Organic / USDA NOP, Halal, or FDA-related documentation.
What is the MOQ for importing tea from China?
Bulk loose tea typically starts at 500 kg–1 MT per item; OEM/private-label orders start at 300 kg per SKU. Samples of 50–200 g are free — you only pay the courier, so you can evaluate quality before committing capital.
Which GB/T standards apply to the tea I import?
Green tea GB/T 14456, black tea GB/T 13738, white tea GB/T 22291, jasmine tea GB/T 22255, oolong GB/T 30357 and Pu-erh GB/T 22111, with GB 2762/2763 covering contaminants and pesticide residues. Cite the relevant standard and its key limits in your purchase contract.
What payment and shipping terms are standard?
Payment is normally T/T (30% deposit, 70% against B/L copy) or L/C at sight. Shipping is commonly FOB Ningbo, Shanghai or Xiamen, with CIF and DDP available on request. A 20GP container holds roughly 10–12 MT of bagged bulk tea.
Ready to put this checklist to work? Browse the full tea product catalog, study category details in our Green Tea Guide, or see how grades like Chunmee 41022 are specified for markets such as Morocco. Smileaf Tea supplies SC-licensed, ISO 22000-certified bulk and private-label tea with EU MRL-compliant residue control, free 50–200 g samples, T/T and L/C terms, and FOB pricing from Ningbo, Shanghai and Xiamen. Send your inquiry — counter-samples ship within 48 hours.