How to evaluate a coffee supply sample.

Ask for the proposed product or lot identity and whether the sample represents the supply being discussed. Keep the species, process, grade or formulation with the sample record. Note which information remains to be confirmed.

Roasters can evaluate green coffee through a recorded roast and cup assessment. Hospitality buyers should prepare roasted or ground samples using their service equipment and recipes. For soluble coffee, use the intended beverage or ingredient application.

Record what you liked, what needs adjustment and which specification the result supports. Before purchasing, reconfirm the proposed supply, available quantity, packing and commercial details. Sample availability, costs and dispatch arrangements are agreed individually.

A sample is useful when its identity and purpose travel with the evaluation. Keep the original reference and the proposed product information in the same record as your trial. If multiple people evaluate it, use that reference consistently so comments are not attributed to the wrong lot or formulation.

The goal is a purchasing decision for your application. A favourable informal tasting may suggest that a product deserves further evaluation, but it does not define the specification for an order. Record the preparation and accepted result before asking for a proposal.

For a roaster comparing green coffee, distinguish the physical lot description from the roast and cup result. Record the roast used for assessment and whether the sample is being evaluated alone or in a planned blend. Ask how the sample relates to the proposed lot so you do not assume an unidentified sample proves the future supply.

For a café or hotel, evaluate roasted or ground coffee through the equipment and recipes expected in service. If most drinks include milk, include those drinks in the evaluation. Write down the settings and recipe needed to reproduce the result; feedback such as “too weak” is more actionable when the preparation is clear.

For instant coffee, use the intended beverage or ingredient application. Record soluble format and formulation rather than comparing appearance alone. If you are matching an existing product, share the existing specification and explain which features of the replacement must be retained.

After the trial, identify what was accepted, which changes were requested and what still needs confirmation. Ask whether the proposed quantity is available, which packing is being discussed and what commercial basis will apply. The sample decision should not imply agreement to a price, payment term or dispatch date.

If the proposed lot or formulation changes after evaluation, ask what needs to be rechecked. Your record should make clear whether the accepted sample represents the revised supply. Discuss documentation and any required tests for the actual product, rather than attaching a general website claim to every future purchase.

Valora reviews sample availability, costs and dispatch arrangements against the enquiry. Share your evaluation method and the product decision you need the sample to support so the discussion starts from a useful brief.

• Coffee formats
• Coffee sourcing checklist