Export planning is the operational side of a honey deal: Incoterms, packaging format, labeling, documentation, and timeline. When these are defined early, quotations are faster, freight planning is cleaner, and customs clearance is more predictable.
Rule of thumb
Decide Incoterm + destination + packaging format + label language before you expect a final quotation.
1) Incoterms: choosing the simplest responsibility split
Incoterms define where responsibility transfers from seller to buyer. The best term is the one your team can execute reliably (and your forwarder can support without ambiguity). For food products, clarity matters more than “optimizing” a term.
| Incoterm | In practice | Typically preferred when | Common pitfalls |
|---|---|---|---|
| EXW | Buyer picks up from seller’s premises. | Buyer has strong local export capability in origin country. | Export clearance and local trucking become the buyer’s issue; often underestimated. |
| FCA | Seller delivers to a named carrier point; buyer controls main freight. | Buyer wants freight control, seller handles export handover cleanly. | Unclear handover point causes disputes; specify location precisely. |
| FOB (sea) | Seller loads on vessel at port; buyer handles ocean freight onward. | Sea freight shipments where buyer has a forwarder and ocean contract. | Not suitable for many container workflows if port handling is unclear; align with your forwarder. |
| CFR / CIF (sea) | Seller books ocean freight (and insurance for CIF) to destination port. | Buyer wants simplicity on freight booking. | Buyer has less routing control; verify destination charges and insurance scope. |
| DAP | Seller delivers to named place (often buyer warehouse); buyer clears import. | Buyer wants operational simplicity and predictable landed delivery (excluding duties/taxes). | Risk of surprise destination fees if the “named place” is not explicit. |
Practical advice
If you are importing for the first time, start with FCA or FOB (sea) so responsibilities are clear and your forwarder can manage the main freight.
2) Documents: what buyers typically request
Document requirements vary by destination and buyer program. The safest approach is to treat documents as a checklist item in the RFQ, not an afterthought after production.
| Document | Why it matters | Owner | Notes |
|---|---|---|---|
| Commercial Invoice | Customs valuation and payment reference. | Seller | Must match Incoterm, HS code, and packing. |
| Packing List | Case count, net/gross weights, palletization. | Seller | Include batch/lot references if required. |
| Bill of Lading / Air Waybill | Transport document for release and tracking. | Carrier / Forwarder | Names/addresses must align with invoice and LC terms (if any). |
| Product Specification | Buyer QA and internal compliance. | Seller | Often requested before PO confirmation. |
| Certificate of Analysis (COA) | Batch-level parameters and buyer QA acceptance. | Seller / Lab | Confirm what parameters your destination/buyer requires. |
| Certificate of Origin | Tariff programs or buyer requirements. | Seller / Chamber | Only if required by destination or contract terms. |
| Other certificates | Program-specific compliance. | Varies | Depends on destination regulations and retailer programs. |
3) Timeline planning: what to decide before production
- Destination and channel: retail vs ingredient supply changes packaging and label requirements.
- Packaging format: drums/pails for ingredient; jars for retail; confirm pallet pattern and case pack.
- Label language + approvals: treat label approval as a critical path step, not a last-minute task.
- Sampling and benchmark: confirm sensory profile and consistency expectations early.
- Forwarder alignment: confirm routing and handover point consistent with Incoterm.
Common delay triggers
Late label approvals, missing COA parameters, invoice/packing mismatches, and unclear “named place” on FCA/DAP.
4) Shipment readiness checklist (operational)
- Final PO includes: SKU list, pack sizes, quantities, Incoterm, named place/port, and shipment window.
- Packaging spec locked: jar type, lid, tamper evidence, carton strength, palletization.
- Label artwork approved and compliant for destination language and mandatory fields.
- Batch/lot traceability plan: how lots are shown on jars/cartons (and in paperwork).
- Document pack reviewed against buyer/importer requirements before dispatch.
5) Copy/paste RFQ template (reduces back-and-forth)
RFQ template
“Please quote honey for export to [country] for retail / foodservice / ingredient.
Product(s): [blossom / pine / monofloral].
Packaging: [glass jars / pails / drums], size: [g/kg], label language: [language].
Quantity: [MOQ / pallets / container]. Incoterm: [FCA / FOB / CIF / DAP] with named place: [port/address].
Please provide: product specification, COA parameters available, shelf life + storage guidance, case pack + pallet pattern,
and documentation options required for destination.”