Most matcha relationships start with purchase orders and email. That works until something changes: a harvest is short, a price moves, a lot tastes different, or a competitor asks the same supplier for the same blend. A short written supply agreement, agreed while the relationship is good, saves both sides from renegotiating under pressure.
This is not legal advice for any jurisdiction. It is a checklist of the commercial points worth writing down, in language a Japanese supplier will recognise.
01 · Specification
The specification is the heart of the agreement
Everything else refers back to the specification. Attach it as a schedule.
- Product name and grade as the supplier names it
- Origin statement and whether blending across regions or harvests is permitted
- Harvest year policy (for example, current-year first harvest until a stated month)
- Particle size or sieve, moisture and color reference
- Sensory description and reference sample identifier
- Microbiological, heavy-metal and residue limits, and the tests provided per lot
- Packaging, net weight, labeling and shelf life
Retained reference samples held by both parties turn a paper specification into something testable. See lot-to-lot consistency in matcha.
02 · Volume and allocation
Volume, forecast and allocation
State the annual volume, how it will be forecast (for example, quarterly updates), and how the supplier will treat the buyer if harvest is short: a percentage allocation, priority for confirmed forecasts, or an offer of a substitute grade. Since supply tightened after 2024, this clause has become the most valuable one for buyers; see why matcha prices rose and how to plan.
03 · Price
Price and price review
Matcha prices move with the harvest, so fixed prices for a year are increasingly rare. Workable alternatives:
| Mechanism | How it works |
|---|---|
| Fixed until a date | Price holds until a review point after harvest |
| Review with notice | Supplier may revise with agreed notice and evidence |
| Tiered by volume | Price steps tied to cumulative annual volume |
| Currency clause | Which currency, and who carries exchange movement |
Whatever mechanism you choose, write down the Incoterm and what is included; see Incoterms for matcha imports.
04 · Lot approval
Lot approval and quality claims
Agree how each production lot is approved: a pre-shipment sample sent to the buyer, tests included, the time the buyer has to approve, and what happens if a lot misses the specification (rework, replacement, credit). Define how quality complaints after arrival are raised, with retained samples on both sides as the reference. Clear procedure matters more than penalties.
05 · Packaging and lead time
Packaging, labeling and lead times
Record who owns artwork, who orders packaging components, minimum runs, and standard lead times from confirmed order to shipment. If components are stocked for you, agree who pays for leftovers if the design changes.
06 · Exclusivity
Exclusivity, blends and confidentiality
Custom blends developed for you should be named as such, with the supplier agreeing not to sell that blend under another name. Full exclusivity on a region or a supplier’s whole output is uncommon and expensive; a more realistic ask is exclusivity on your blend and on your packaging. Confidentiality should cover your recipes, forecasts and pricing.
Japanese suppliers respond well to agreements that describe obligations on both sides: forecast discipline and prompt payment from the buyer, allocation and consistency from the supplier.
07 · Term and exit
Term, renewal and termination
A one-year term with automatic renewal and a notice period is common. State what happens to open orders, stocked packaging and retained samples on termination.
08 · How we help
Getting it agreed in Japan
Suppliers are more comfortable agreeing terms explained in Japanese and framed around their processes. Our procurement service drafts the commercial position with you, discusses it with the supplier and documents what was agreed, so your lawyers only need to review a settled position.
09 · FAQ
Frequently asked questions
Do Japanese suppliers sign supply agreements?
Yes, particularly larger manufacturers and trading companies. Smaller producers may prefer a short memorandum or confirmed terms by email. Keep the document short, mutual and framed around their processes; the specification schedule matters more than legal boilerplate.
Can I fix the price for a year?
Increasingly rarely for premium grades. Common alternatives are a price held until a review point after harvest, revisions with notice and evidence, or tiers tied to cumulative volume. Whatever you agree, state the Incoterm and currency.
What happens if the harvest is short?
That is exactly what the allocation clause should answer: a percentage allocation, priority for confirmed forecasts, or an offer of a substitute grade. Agree it before it happens.
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