How matcha OEM manufacturing works in Japan: from brief to first production run

01 · Brief

Stage 1: the development brief

Every serious OEM starts with a written brief. Manufacturers use it to decide whether the project fits their equipment and minimums.

• Product concept and how it will be used or sold
• Sensory targets: color, bitterness, sweetness, aroma, texture in the final application
• Functional requirements: particle size, solubility, color stability, shelf life
• Format and packaging, or “bulk” if packing happens elsewhere
• Volumes: pilot, first production, annual forecast
• Destination markets and required documents or certifications
• Budget or target cost, and launch date

A vague brief produces a “please tell us your budget” reply. A specific one produces a proposal.

02 · Blend development

Stage 2: blend and sample development

The manufacturer proposes one or more candidates, usually blends of tencha from different fields, harvests or regions to hit the target at the target cost. You evaluate them in your actual application (a latte, an ice cream base, a chocolate) rather than as plain tea; the sample evaluation protocol applies. Expect two or three rounds. Give feedback in the manufacturer’s terms: “less astringent”, “deeper green after two weeks in the freezer”, “finer texture in milk”.

03 · Specification

Stage 3: specification sign-off

Turn the accepted sample into a written specification: origin statement, harvest year policy, particle size or sieve, moisture, color reference, sensory description, microbiological and residue limits, packaging and shelf life. This document is what your quality team, your importer and your customers will rely on; how to read a matcha certificate of analysis explains the test items usually included.

04 · Packaging

Stage 4: packaging and labeling

If the OEM includes finished packaging, artwork, components and legal label content run in parallel with tea development. Component lead times often exceed tea lead times; see private label minimums and lead times.

05 · Pilot

Stage 5: pilot or first production lot

Many manufacturers run a smaller first lot to confirm the process at scale. Agree in advance how the pilot is approved: sample from the lot before shipment, tests included, and what happens if it misses the specification. Approving the pilot is the buyer’s decision, not the manufacturer’s.

06 · Production

Stage 6: production, lot approval and repeat orders

Once the process is proven, production runs follow forecasts. Build a light lot approval step into every order and agree how the manufacturer will manage tencha supply across harvest years so the blend stays consistent. Volume commitments, price review and exclusivity are usually formalised in a supply agreement; see what to put in a matcha supply agreement.

07 · Timeline

A realistic timeline

Timelines vary with complexity, harvest timing and packaging, so treat any single figure with caution. Development with two or three sample rounds, specification and packaging can take several months before the first production lot ships; projects that start after the first harvest is sold may wait for supply. Working backwards from a launch date, with a Japan-side coordinator chasing each approval, is the most reliable way to hold the schedule. Our OEM coordination service does exactly that.

08 · FAQ

Frequently asked questions

How many sample rounds are normal in a matcha OEM project?

Two or three rounds are typical when the brief is specific and feedback is structured. Projects that evaluate samples as plain tea rather than in the finished product, or that change targets between rounds, take longer.

Will the manufacturer keep my blend exclusive?

Custom blends developed to your brief are usually treated as yours, and most manufacturers will agree in writing not to sell the same blend under another name. Ask for it explicitly and put it in the supply agreement; exclusivity on a whole region or on the manufacturer’s output is a different, larger request.

Do I need to visit the factory for an OEM project?

Not for development, which runs on samples and calls. A visit before the first production lot is worthwhile for larger projects, and many buyers combine it with meeting the packer; we arrange and interpret such visits.