Buying herbs and spices in bulk from an overseas supplier can give your business better prices, consistent quality and a reliable supply. But the first order is where most problems happen. This guide walks you through the steps experienced importers follow, so your first container arrives exactly as expected.
1. Define your product specifications
Before asking for prices, write down exactly what you need. A clear specification protects both sides and makes quotes easy to compare. Include:
- Product name and botanical name (for example, Matricaria chamomilla for chamomile)
- Form: whole, cut, crushed, powder, or a specific mesh size
- Moisture and purity targets, and any limits on foreign matter
- Packaging type and net weight per bag or carton
- Labeling requirements for your market
2. Always request samples first
A reputable supplier will send samples from the current crop. Check color, aroma, cleanliness and cut size, and ask whether the sample represents the lot you will receive. For larger orders, it is common to send a sample to an independent lab for testing.
3. Agree on quality documents
Ask which documents come with each shipment. Common ones include a certificate of analysis (COA), a certificate of origin and a phytosanitary certificate. Requirements differ by destination, so confirm with your customs broker which documents your country needs. Read our guide to export documents for herbs and spices for more detail.
4. Choose packaging that survives the journey
Dried herbs and spices are sensitive to moisture, heat and light. Multi-layer paper bags, polypropylene bags with inner liners, or cartons with sealed inner bags are typical for export. Make sure each package is labeled with the product, lot number, net weight and production date.
5. Understand shipping terms and lead times
Agree on Incoterms (such as FOB or CIF) so everyone knows who pays for freight, insurance and port charges. Ask about production lead time, the harvest season of each product, and the minimum order quantity. Planning around harvest seasons often gets you the freshest product at the best price.
6. Start with a trial order
Even with good samples, a smaller first order lets you test the full process — quality, documents, packaging and delivery — before committing to larger volumes. Once trust is built, many importers move to regular contracts with fixed specifications.
Looking for a reliable supplier of export-grade herbs, spices and herbal teas? Contact the Verdant team for samples and an export quote, or browse our products.