Kenyan green coffee storage starts with a clear receiving record. Before a new lot joins your roasting inventory, match the delivery to the agreed specification, inspect the packaging and decide who will approve it for use. This guide is for importers and roasters buying unroasted coffee.
A useful receiving process answers three questions: did the correct lot arrive, is its condition acceptable, and can your team track it until the last bag is roasted?
1. Prepare a receiving file before delivery
Create one file for each lot, with the purchase reference, supplier lot code, grade, processing method, expected bag count, net weight and agreed packaging. Add the approved sample reference and the person responsible for the arrival assessment.
Keep grade and quality requirements separate. Use our Kenyan coffee grades and buyer specifications guide to build the specification, then record the actual agreement for your purchase.
- Who receives the shipment and records any discrepancy?
- Where will the lot wait while quality checks are completed?
- Which documents and sample results must be available before release?
- Who contacts the supplier if something differs from the order?
2. Inspect the coffee and packaging on arrival
Check for wet bags, damaged packaging, unusual smells and signs of leakage or condensation. Keep affected coffee separate from sound bags while it is assessed. Store bagged coffee on clean, dry pallets, away from walls, in a dry, odour-free warehouse protected from weather. These principles appear in the coffee handling code of practice circulated by the International Coffee Organization.
Make the record specific. Instead of writing “some bags damaged”, record the bag identifiers, affected quantity, location in the delivery and photographs. Keep the delivery reference with the images so another member of your team can understand what happened.
3. Agree how arrival quality will be assessed
Build your receiving form around the measurements and acceptance criteria agreed for the lot. Include spaces for the test date, sample identity, method, result and reviewer. If moisture or water activity is part of the specification, record which instrument and procedure were used; do not treat the two measurements as interchangeable.
For the sensory assessment, identify the approved reference sample and record the arrival sample separately. A useful result describes the observed difference and the decision it supports. Our Kenyan coffee sample request brief helps organise the earlier sample stage.
4. Confirm packaging instructions before opening bags
Ask the supplier to identify the outer bag and any inner liner, explain the recommended opening and resealing method, and state whether the packaging is intended for reuse. Do not assume that every offer includes the same liner or bag weight.
Add these questions to your quotation request:
- What packaging is included in this offer?
- How is the lot identified on each bag?
- What handling instructions accompany the liner?
- What storage conditions does the supplier recommend for this particular lot?
- Which packaging alternatives are available, and how would they change the quotation?
5. Keep a simple green coffee storage log
Use a log that your warehouse and roasting teams can both update. Suggested fields are lot code, receiving date, storage position, bags remaining, date opened, latest quality review and next review date.
Set the review schedule around your purchasing and roasting plan. When a lot moves to another location, record the move. When a quality concern appears, record who will investigate it and whether the remaining stock is awaiting a decision.
Buyer questions about Kenyan green coffee storage
How long should we plan to hold a lot?
Ask for a lot-specific recommendation and compare it with your expected roasting schedule. Make the intended holding period part of the sourcing conversation, rather than assuming one shelf-life promise applies to every offer.
What should we send when reporting an arrival issue?
Prepare the purchase reference, lot code, delivery date, affected bag count, photographs and available assessment results. Explain what differs from the agreed specification and ask for the next assessment step.
Plan your next Kenyan coffee order
Review our Kenyan coffee supply page, then send Afrisun Orchards your sourcing brief. Include the required grade, quantity, destination, intended roasting schedule and packaging preference. Ask us to confirm current lot availability, packaging and sample arrangements for your enquiry.
Planning a Kenyan coffee programme?
Tell us your target grade, cup profile, volume, packaging, destination and shipment window. We will help you assess suitable supply, samples, quality requirements and export coordination.