The quantity asked for is far above or below what I can supply. Should I still reply?

Yes, and say so plainly. If it is below your minimum, state your minimum and offer the nearest quantity you can serve, with the reason, since a buyer testing the market often has a larger requirement behind the first one. If it is far above your capacity, offer a part of it against a stated delivery schedule rather than declining or overcommitting. Both replies are normal commercial answers. Silence and a quiet overcommitment are the two responses that cost you the relationship.

Why do buyers go quiet after the first quotation?

Most often because the quotation could not be compared. If the unit, the Incoterm or the validity is missing, the buyer cannot line you up against the others and moves on. The next most common reasons are a lead time that misses their season, a minimum order quantity above what they asked for that was not explained, and a missing certification their market requires. A short follow-up that asks which of those it was, rather than repeating the offer, gets an answer often enough to be worth sending once.

Does my HS code have to match the buyer's?

They frequently differ, and it is the buyer's import classification that sets the duty. The first six digits are harmonised internationally, but each country adds its own further digits, and the same goods can legitimately sit under different national subheadings. Confirm the code the buyer intends to use before shipment, because a mismatch between your export declaration and their import entry causes delays and can trigger a query on value. Where the classification is open to argument, the buyer can apply for a binding or advance ruling in their own country.

Should I send free samples?

Send a sample when there is a specific requirement behind it and the buyer has given you enough commercial detail to price against. Charging for the sample and the courier, and offering to credit that cost against a first order, filters out sample collectors without insulting a serious buyer. Distinguish a stock sample, which shows what you normally make, from a pre-production sample made to the buyer's specification, which is the one worth formally approving. Keep a sealed, dated counter-sample so there is a physical reference if the shipment is later disputed.

A buyer wants exclusivity or a distributorship. How should I handle it?

Treat exclusivity as something bought with volume, not granted with hope. If you agree to it, tie it to a minimum annual purchase, a defined territory, a fixed term, and an automatic reversion to non-exclusive if the volume is missed, and put it in writing before the first order rather than after. Be careful with requests for exclusivity before any trading history, and be careful about registering trademarks or product approvals in the distributor's name rather than your own, because that is difficult and expensive to unwind if the relationship ends.

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List of Instant Coffee Buyers in Canada - Buy Leads Directory

Browse Instant Coffee buying requirements posted by importers from Canada and send your quotation free of charge.

15 Instant Coffee requirements from Canada are live here, each one written up with the Instant Coffee volume the importer needs. The list holds only Canada importers who named Instant Coffee, not the whole Processed Food section. Quote what the buyer wrote: matching the stated Instant Coffee quantity and packing beats a general Canada offer.

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Coffee

Type: Arabica Washed Medium Roasted Coffee 100% Arabica Washed Medium Roasted Coffee With Similar Taste Of Colombian Size: 16 - 18

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-10-27

Coffee

Type: Indian Green Coffee Quantity: Air Shipment: Qty 200 Kgs As Sample Ocean Shipment: 1x20 Fcl Aa Size 17-18 & Ab Size 15-16 Additional Required Qua.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-05-28

Coffee

Type: Arabica

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-04-06

Coffee

Type: Arabica And Robusta Catalog Required

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-04-06

Coffee

Type: Green Coffee Beans Organic, Free-trade Green Beans Packaging Terms : 60-70kg Bags

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-03-02

Coffee

Type: Instant Coffee And Instant 3-1 Coffee Quantity: 3,600 Cartons Of Old Town Instant White Coffee And 3,600 Carton Of Instant Teain Equal Packaging.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-01-27

Coffee

Type: Instant Coffee And Instant 3-1 Coffee Quantity: 3,600 Cartons Of Old Town Instant White Coffee And 3,600 Carton Of Instant Teain Equal Packaging.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-01-27

Coffee

Type: Ground Honduran Arabica Coffee Certifications You Can Provide (e.g., Organic, Fair Trade, Phytosanitary Certificate, Certificate Of Analysis). R.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-01-12

Coffee

Type: Instant Coffee And Instant 3-1 Coffee Quantity: 3,600 Cartons Of Old Town Instant White Coffee And 3,600 Carton Of Instant Teain Equal Packaging.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-01-12

Coffee

Type: Instant Coffee And Instant 3-1 Coffee Quantity: 3,600 Cartons Of Old Town Instant White Coffee And 3,600 Carton Of Instant Teain Equal Packaging.....show more

Company

XXXXXXXXXXX

Buyer contact

XXXXXXXXXXX

Requested on

2026-01-12