Begin with the intended cup
A useful sourcing brief tells a seller what the coffee needs to do. Share whether it is intended for filter, espresso, hospitality or a broader programme. State volume, timing, destination and any sensory or physical requirements. This is more useful than a broad request for “the best coffee.”
Give the product a precise identity
Ask for the lot ID, origin and source chain, variety, crop year, processing method and current stock location. Confirm available net kilograms. A description that names only a country and a score leaves too much open.
Connect the sample to the stock
Agree who sends the sample, who pays, which protocol will be used and how long the sample approval is valid. The approved sample needs a clear relationship to the specific lot offered. Keep its ID and the associated quality record.
Agree the commercial details in one place
Record price and currency, quantity and tolerances, packing and bag weights, payment milestones, readiness window and claims process. State the Incoterm with a named place and edition. Confirm the responsible seller, exporter and importer for the agreed route.
Treat a reference list as a starting point
House of Ciru’s SL28 reference profiles help begin a focused conversation. They are not offers or reservations. Ask for current availability and a written lot-specific offer, then compare it with the approved sample and agreed specification.