Matcha Export Checklist: Organic, MRL, HS Code, Transportation & Storage
- 堤浩記
- 5月18日
- 読了時間: 14分
"What are the key points to know when importing or exporting matcha?"
"I want to know about the precautions to take when importing or exporting matcha!"
"I want to learn about organic certification and various labeling requirements!"
With the global matcha boom attracting attention, there is a growing trend of importing and exporting high-quality matcha ingredients to countries outside of Japan and using them in their own branded beverages, confectionery, and health foods.
However, many people who are considering using matcha in the future seem to be troubled by the requirements for import and export.
Therefore, in this article, we will explain organic certification and various labeling requirements, which are important points that many people struggle with when importing and exporting matcha.
We will also explain the differences between air and sea transport, as well as logistics conditions for maintaining quality, such as light shielding, moisture protection, low temperature, and nitrogen filling.
This guide is built for company representatives, buyers, and OEM manufacturers approaching matcha import for the first time.
Basics of organic certification for matcha and various labeling requirements
Organic certification and labeling requirements form the foundation of any matcha export operation.
These items directly affect matcha quality and shelf life, and warrant careful attention.
JAS and US/EU equivalence
Equivalence between JAS, USDA Organic, and EU Organic is a key concept for exporters to understand.
The Japanese Agricultural Standard (JAS) organic certification, which is Japan's organic certification, is one of the most important systems for guaranteeing the reliability of matcha when exporting it overseas.
Products that have obtained JAS certification are produced in tea gardens that have been organically managed for more than three years, without the use of pesticides, chemical fertilizers, or genetically modified materials.
In international trade, "equivalence agreements" exist between JAS, USDA Organic (United States), and EU Organic (Europe), allowing for the omission of recertification through mutual recognition in some cases.
However, equivalence is recognized on a country-by-country basis, and there are conditions attached, such as exporting from JAS to the EU/US being permitted, but not in the reverse direction.
Furthermore, the label must be affixed with the "Organic JAS Mark" within Japan, and for overseas sales, it is required to include a logo in accordance with the regulations of the importing country.
In other words, the practical point of export strategy is not so much the certification itself, but rather the selection of a certification system that suits the market in which you will be selling.
Understanding which certification system applies to your target market is essential to building a viable export strategy.
MRL, heavy metal, and radioactive material testing
Furthermore, in the import and export of matcha, not only organic certification but also testing for MRL (Maximum Residue Limit) and heavy metals and radioactive substances is essential.
MRL (Maximum Residue Limits) is the upper limit for pesticide residues in food set by each country, and the regulatory limits vary depending on the export destination.
*The EU has particularly strict standards, and there are cases where a substance is below the detection limit in Japan but exceeds the standard in the EU.
Heavy metals such as cadmium, lead, arsenic, and mercury are included, and since they may be present in trace amounts depending on soil conditions and manufacturing processes, regular lot testing is recommended.
*In addition, since 2011, testing for radioactive cesium has also become an important item when exporting products.
These test results are typically issued as a Certificate of Analysis (COA) or Test Report and attached to export documents.
Adherence to safety standards directly impacts not only product quality but also the smoothness of export customs clearance and brand credibility.
When importing matcha, companies may not be as concerned with the numerical values as exporting companies, but even so, you should still review the important points to avoid being sold matcha of poor quality.
Safety Standards and COA Details
Furthermore, regarding the COA (Certificate of Analysis), simply put, it is an official analysis report that certifies the quality and safety of a matcha lot.
This typically includes analytical items such as physicochemistry, microbiology, pesticide residues, heavy metals, and radioactive materials.
For example, data such as moisture content (5% or less), particle size (around 10µm), color difference (L*, a*, b*), theanine and catechin content, and total ash content are displayed, allowing for a quantitative assessment of the quality level.
In the case of organic products, linking the organic certification number, issuing body, and lot number is required, which serves as evidence of traceability.
*When exporting, a Certificate of Analysis (COA) is often required for local quarantine, customs, and buyer verification, and deficiencies can lead to delays in customs clearance.
Therefore, it is important to prepare the latest batch's analysis certificate before shipment and to have a system in place to issue it in English.
Conversely, when importing on a large scale, it's crucial to thoroughly check the safety standards!
A Certificate of Analysis (COA) is not just paperwork—it's a core quality assurance and risk management document, and should be treated accordingly.
About HS codes and origin labeling
HS codes and origin labeling are equally critical to a smooth customs process.
Accurate classification using the HS code (Harmonized System Code) is essential when importing or exporting matcha.
Matcha is generally classified as "0902.10" (green tea, unfermented) or "2101.20" (powdered beverage ingredient containing extract), but this can vary depending on the degree of processing and the presence or absence of additives. Misclassification may result in changes to tariff rates and inspection requirements.
Furthermore, country of origin labeling is strictly regulated in each country, and mislabeling can lead to import denial.
*When exporting Japanese matcha, clear labeling such as "Product of Japan" or "Made in Japan" is required.
Furthermore, if some of the raw materials are sourced from other countries, supplementary labeling such as "Blended in Japan" may be required.
Proper HS codes and origin labeling are directly related to tariffs, FTA benefits, and import permits. Therefore, expert verification is recommended from the export planning stage, making thorough verification crucial.
Customs processing and labeling correctness
Customs procedures and labeling compliance are where most export problems actually occur.
In customs processing for imports and exports, the most common problems arise from incomplete documentation or mislabeling.
Matcha, in particular, falls under the food category, so multiple documents are required, including an import permit, analysis certificate, organic certification, ingredient list, and manufacturing process diagram.
Because organic markings, nutritional information formats, and rules for describing additives differ from country to country, it is essential to adapt labels to local regulations!
For example, the EU specifies the font size and logo placement for the "Organic" label, and the USDA requires that products have an organic content of 95% or more to be labeled as Organic.
Furthermore, if the information on the package does not match the description during customs inspection, there is a risk that the cargo may be temporarily held up.
To prevent this, it is crucial to have a third-party organization or local agent conduct a pre-export check of the packaging and to design labels that comply with the food labeling laws of each country!
Customs clearance and labeling are crucial points for both importers and exporters, so it's important to understand the content of each item and review them carefully.
The appropriate use of air and sea transport for importing matcha, and quality risks.
Choosing between air and sea transport directly affects matcha quality, cost, and lead time.
This is a crucial factor that can lead to quality risks, so let's not underestimate it and choose the appropriate method.
Air freight: Excellent for speed and quality preservation, but high cost.
Air freight is the premium option, prioritizing speed and quality preservation over cost.
Matcha is extremely sensitive to light, heat, humidity, and oxygen, so speed is crucial to prevent quality deterioration during transport.
In that respect, air freight has the significant advantage of shorter transport times, which minimizes lead time from manufacturing to delivery.
Air transport is recommended for premium grade matcha, especially for applications where freshness is paramount, such as maintaining vibrant green color and aroma, sample shipments, and initial production runs of new products.
*To minimize the effects of temperature changes, the use of refrigerated or insulated ULDs (cargo containers) is increasing.
On the other hand, the disadvantage is the cost; the unit price is often two to four times higher than that of sea transport, making it unsuitable for heavy cargo or long-term contracts.
Furthermore, if there are any deficiencies in the documents during customs clearance, airport storage fees will be incurred, so it is necessary to prepare import permits, invoices, COA, etc. accurately in advance.
It is more practical to view air freight as a safeguard to minimize quality risks, and it is advisable to consider whether to include it as an option depending on the intended use.
Sea transport: Cost-effective, but be aware of temperature and humidity risks.
Sea transport (container shipping) is the dominant method for large-volume matcha imports.
For large-volume or long-term contract imports of matcha, sea transport (container shipping) is the most common method.
Because transportation costs are significantly lower compared to air freight, it is suitable for stably procuring matcha for commercial and manufacturing purposes.
However, the shipping period from Japan to Europe and the US is long, approximately 3 to 6 weeks, and this is where the risk of quality deterioration lies.
Matcha is susceptible to oxidation, discoloration, and loss of aroma due to light, moisture, and oxygen, so triple packaging using a light-blocking aluminum bag, nitrogen filling, and an oxygen absorber is highly recommended.
Furthermore, during the summer shipping season, the temperature inside containers can exceed 60°C, leading to an increasing trend of companies choosing reefer containers (refrigerated transport).
Furthermore, since sea freight is prone to delays due to port congestion and weather, it is essential to design a schedule with ample buffer time for delivery.
Therefore, even when choosing cost-effective sea transport, remember that clearly stating quality preservation conditions in the pre-contract is key to building a reliable supply chain.
Incoterms and cargo insurance: The key to risk sharing and damage avoidance
Beyond transport mode, Incoterms and cargo insurance determine how risk is allocated between buyer and seller.
Understanding Incoterms, which define shipping conditions, is essential for the international trade of matcha.
For example, with FOB (Free On Board), the buyer bears the risk after loading at the export port, while with CIF (Cost Including Freight and Insurance), the seller is responsible for arranging insurance.
Clearly defining where risks and costs are transferred is fundamental to avoiding problems.
For products that are prone to quality changes, such as matcha, it is strongly recommended to purchase marine cargo insurance to cover the effects of temperature, humidity, damage, oxidation, and other factors.
Especially for air freight, where high-value cargo is common, all-risk insurance provides peace of mind.
Incidentally, when filing an insurance claim, you are often required to submit photographs of the packaging, transport temperature records, and Certificate of Analysis (COA), so it is important to thoroughly preserve evidence at the time of shipment.
The combination of Incoterms and insurance is what lets exporters balance quality, lead time, and cost effectively—yet this combination is often underestimated.
When importing matcha and developing a business around it, it's a good idea to be aware of these kinds of mechanisms.
Conditions for maintaining quality during matcha import
Quality maintenance during import depends on four critical conditions: light, moisture, temperature, and oxygen.
Since the quality of matcha can deteriorate under various conditions, it's important to understand each factor before formulating an import plan.
Light protection: The most important control item to prevent photo-oxidation.
Light shielding is the single most important control measure to prevent photo-oxidation in matcha.
As some of you may know, matcha is an ingredient that is very sensitive to light.
The chlorophyll, theanine, and vitamins contained in tea leaves oxidize rapidly when exposed to light, causing the vibrant green color to fade and change to a yellowish hue.
Furthermore, photo-oxidation also affects the flavor, damaging the characteristic green aroma and umami components.
Therefore, the use of highly light-blocking aluminum-metallized bags or multi-layer film packaging is essential during transportation and storage.
*Even in warehouses, it is recommended to store the product in a dark place, avoiding exposure to fluorescent lights and direct sunlight.
By including warning labels such as "Keep in Dark" and "Avoid Sunlight" on the outer cardboard packaging during the import stage, it is possible to prevent problems during third-party transportation.
Especially for high-grade matcha and matcha intended for drinking straight, light protection directly affects the shelf life.
Remember that taking careful measures to block light is important to prevent the quality of matcha from deteriorating.
Moisture-proof: Prevents flavor deterioration and clumping caused by moisture absorption.
Next, one of the conditions for maintaining the quality of matcha during import is protection from moisture.
Matcha is a powdered material with extremely high hygroscopic properties, and is so delicate that even a slight increase in humidity of 1-2% can cause changes in its flavor and color.
*Specifically, when the particles absorb moisture from the air, they clump together and their solubility decreases.
Furthermore, the risk of microbial and mold growth increases, so packaging materials with excellent moisture-proof properties and airtight storage are essential during transportation and storage.
*To give one example, the most common configuration would be a set of three items: an aluminum three-sided bag, a desiccant, and an oxygen absorber.
It is desirable to maintain a relative humidity of 60% or less in the storage area, and in some cases, environmental monitoring is carried out using data loggers equipped with humidity sensors during sea transport.
Furthermore, since moisture absorption is particularly rapid after opening, using individual packaging or resealable zipper packaging is effective.
Given that matcha is a powder that is sensitive to water and light, thorough management is essential as a fundamental technique for preventing moisture and maintaining quality.
Of course, the extent to which moisture protection measures are necessary will vary depending on the intended use, but in any case, it can be said that some degree of moisture protection should be implemented.
Low temperature: Temperature control is crucial as it affects oxidation rate and aroma retention.
Furthermore, low temperatures are an important factor in maintaining the quality of matcha during import.
The deterioration of matcha is strongly influenced by temperature; chlorophyll and amino acids undergo accelerated oxidation reactions above 25°C, causing a rapid deterioration of its aroma and color.
Therefore, the optimal storage temperature is approximately 5-10°C.
During transportation, using refrigerated containers (refrigerated transport) or temperature-controlled air cargo allows us to maintain freshness for extended periods.
Incidentally, low-temperature environments also suppress the growth of microorganisms, which helps prevent the development of oxidative odors (the so-called "stale matcha smell").
However, when returning items from a refrigerated or frozen state to room temperature, measures to prevent condensation are necessary.
Sudden temperature changes can cause moisture to build up inside the bag, potentially leading to a deterioration of flavor. Therefore, it is ideal to let the contents "settle" at room temperature for several hours before opening.
In import operations, it's crucial to clearly define the timing for switching between refrigerated and ambient temperature warehouses and to establish a system that allows for traceable temperature control on a lot-by-lot basis!
To maintain the quality of the matcha, it is essential to pay close attention to temperature control.
Nitrogen-filled: State-of-the-art preservation technology to prevent oxidation.
Finally, we will discuss nitrogen filling, which is used to maintain quality.
The most effective way to prevent oxidation of matcha is nitrogen flushing.
This method involves injecting nitrogen gas into the bag and reducing the oxygen concentration to below 1%, which effectively stops the oxidation reaction.
This makes it possible to maintain the vibrant green color and fresh aroma of matcha for a long period of time.
Especially for lots intended for sea transport or long-term storage, this process can be considered a prerequisite for quality assurance.
Furthermore, using it in combination with an oxygen absorber stabilizes its effect and prevents oxidation odor and discoloration.
There are two methods for nitrogen filling: continuous gas replacement and vacuum replacement. It's best to choose the optimal method depending on the application and packaging type!
While the external appearance may be slightly different, it makes a significant difference in the stability of the contents.
Importers should ideally verify nitrogen-filled lot certificates and packaging specifications upon delivery, as this provides a visible guarantee of quality that can withstand long-distance transportation.
Nitrogen filling is not merely a preservation method; it can be considered an international quality standard specification, so it's important not to underestimate its role in preventing oxidation.
Points to know when importing matcha
A few additional operational points often determine whether a matcha import program runs smoothly or stalls.
Please review each item so that you can respond in the event of any trouble and to avoid risks.
Application review: A three-stage check of quality, documents, and labeling is key.
As the first point to note when importing matcha, let's discuss the *inbound inspection* process.
This is a process to verify whether products that have received import permission comply with the contract terms, quality standards, and legal requirements, and the review is based on three stages: "documents, appearance, and quality."
First, we cross-reference documents such as invoices, packing lists, certificates of origin, COA (certificates of analysis), and organic certifications to confirm that the lot numbers and expiration dates match.
Next, as part of the initial inspection upon arrival, we visually check for any damage to the packaging, moisture, discoloration, or unusual odors.
Most importantly, quality control is performed, where samples are taken and tested for color difference, moisture content, particle size, aroma, solubility, etc., to evaluate whether there has been any deterioration during transportation.
*Imported matcha is sensitive to humidity, temperature, and light, so it is recommended to also check the storage environment data (temperature logger records) to be sure.
By preparing a "receiving inspection sheet" that systematizes these checks, it becomes possible to minimize risks even during the first import.
Let's avoid problems and risks in matcha import with a three-step checklist.
Complaint handling flow: 3 steps - initial response, cause investigation, and prevention of recurrence
Next, regarding the complaint handling flow, it is important to establish a prompt and documentable complaint handling flow in case of defects or quality problems with imported matcha.
First, regarding the initial response, it is important to record the lot number, opening date and time, and storage conditions as soon as the problem is discovered, and to preserve evidence with photos and videos.
Next, to determine the cause, we identify where the problem occurred within the entire supply chain, including suppliers, transportation companies, and customs warehouses.
*It is essential to consider factors that cause deterioration unique to matcha, such as oxidation due to temperature changes, increased humidity, and damage to the packaging.
Following this, we will submit a formal claim report to the supplier in English and negotiate for a reissue of the Certificate of Analysis (COA), replacement of the product, or a refund.
The final stage involves sharing measures to prevent recurrence, such as reviewing transportation conditions, adding moisture-proofing materials, and strengthening quality check items. These improvements will be documented and reflected in the company manual.
Thus, complaints are not merely troubles, but also important data for improving our quality assurance system!
Prompt, objective, and record-keeping-focused responses are key to building a trustworthy import partnership, so it's crucial to handle any problems appropriately in the event of an issue.
A simplified timeline for the first import of matcha
To summarize everything we've covered so far, let's take a look at a simplified timeline of the process leading up to the initial import of matcha.
*The information is organized in the following order: "Period," "Main Tasks," and "Checkpoints."
• 3 months prior: Supplier selection and quotation acquisition (checking for certificate of origin and organic certification)
• 2 months prior: Contract and payment terms finalized (Incoterms and insurance coverage specified)
• 1 month prior: Arrangement of transportation and inspection (preparation of COA, MSDS, and export inspection report)
• During transport… Quality maintenance monitoring (temperature and humidity logs, cargo tracking)
Upon arrival… Acceptance inspection and storage (check appearance, color, aroma, and label).
- Before sale: Check labeling and repackaging (final check of legal requirements, labels, and expiration date indications).
These steps might seem a little cumbersome at first, but once you get used to them, the whole process will become smoother, and each step is extremely useful for preventing problems and avoiding risks.
If you're importing matcha and using it for your business, remember that it's important to proceed step by step without neglecting any of these processes.
Understand the key points of matcha import and eliminate risks.
In this article, we've discussed important points regarding matcha import, including organic certification, various labeling requirements, and crucial aspects of transportation methods for maintaining quality.
Importing matcha is not simply a matter of procurement; it involves many important elements, such as quality assurance and legal compliance management.
*Establishing a collaborative system between exporters, importers, logistics companies, and quality control departments is also a crucial point.
Especially when using matcha in business, it's crucial to take action only after thoroughly considering all the important points.
By doing so, we can establish an import system that balances stable quality with legal compliance, allowing our future business to run smoothly.
If you are struggling with business ideas that utilize matcha, please feel free to contact us for advice.
We provide support and assistance to Japanese companies in various aspects, including business negotiations, market research, and marketing.
The first step in developing matcha products and services that are trusted in the global market begins with accurate and meticulous import management.
To ensure you can safely and securely import high-quality matcha for your business, please refer to the information on this page and choose a method that minimizes problems and risks. If you have any concerns, please feel free to contact us.
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