Once the tea and terms are agreed, the shipment decides how the matcha arrives: how quickly, at what temperature and at what landed cost. Air and sea each suit different order sizes and stages of a relationship.
01 · Compare
Air versus sea at a glance
| Factor | Air freight | Sea freight |
|---|---|---|
| Transit time | Days | Weeks, plus port handling |
| Cost per kg | Higher, with minimum charges | Lower at volume; LCL minimums for small lots |
| Temperature exposure | Short; ground handling is the risk | Long; container heat in summer is the risk |
| Best for | Samples, first orders, premium grades, urgent top-ups | Repeat bulk orders, manufacturing volumes |
| Cash in transit | Low | Higher, longer |
| Packaging emphasis | Protection from handling | Barrier against heat and humidity, moisture |
Many importers use air for the first order and premium lines, then move volume grades to sea once demand is proven and forecasts allow.
02 · Temperature
Temperature and freshness
Matcha degrades with heat, and summer sea freight through tropical routes exposes cargo to high container temperatures for weeks. Options include reefer containers or temperature-controlled LCL services where available, shipping in cooler months, or air freight for heat-sensitive premium grades. Ask the supplier how the powder is packed for export and whether they recommend cold-chain for your grade; see shelf life and bulk storage.
Ask suppliers to mill close to the shipment date. Fresh powder tolerates transit better than powder that has already sat in stock.
03 · Packaging
Packaging for transit
- Inner packaging: nitrogen-flushed barrier bags or bags with oxygen absorbers for bulk; sealed retail packs for finished goods
- Outer packaging: sturdy cartons, palletised for sea, with moisture protection
- Labeling: lot numbers on cartons that match the COA and invoice
- For sea: desiccants and shrink-wrapping against humidity
Our note on bulk matcha packaging options covers the choices in detail.
04 · Parties
Who does what
- Supplier packs, prepares export documents and hands over according to the Incoterm
- Forwarder books space, arranges pick-up and export clearance, and issues transport documents
- Customs broker at destination clears the goods and calculates duty and taxes
- You provide product information for import declarations and, in some markets, prior notification or registration for food products
Who pays for and arranges each step depends on the delivery basis in your quote; see Incoterms for matcha imports.
05 · Small shipments
Small and consolidated shipments
For small orders, courier-based air services with door-to-door handling are often the simplest, though duty and brokerage fees still apply. Some buyers consolidate orders from several suppliers through one forwarder in Japan to reduce fixed costs. Ask your forwarder for landed-cost estimates at your first order size and at your annual size.
06 · Documents
Documents that travel with matcha
- Commercial invoice and packing list with lot numbers
- Certificate of origin if required by your market or for preferential duty
- Product specification and COA for the lot; see matcha supplier documents
- Organic import or transaction certificate where relevant
- Any prior notice or registration your market requires for food imports
07 · Support
Coordination on the Japan side
Our procurement service coordinates packing, documents and pick-up with the supplier and your forwarder, so shipments leave Japan on time and correctly declared.
08 · FAQ
Frequently asked questions
Should matcha be shipped refrigerated?
For premium grades and summer sea routes, temperature control or timing shipments in cooler months protects color and aroma; air freight limits exposure. Ask the supplier how the powder is packed for export and whether they recommend cold-chain for your grade.
How long does sea freight from Japan take?
Weeks rather than days, plus port handling and clearance at both ends; the exact time depends on the route and service. Air freight moves in days but costs more per kilogram.
What documents do I need to clear matcha through customs?
Commercial invoice, packing list, transport document, and typically a certificate of origin, specification and COA; organic consignments need the relevant certificate. Your customs broker will confirm your market’s exact list.
Japan-side support
Want shipment coordination on the Japan side?
We coordinate documents, packing and pick-up with the supplier and your forwarder so shipments leave Japan on time and correctly declared.
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