The short answer: most bulk vanilla ships by air, because it's light, compact and valuable. Orders up to about 50 kg usually go by express courier in around 3–7 business days. Larger orders go by air freight. Whole beans are classed under HS code 0905.10, and ground vanilla under 0905.20.
This guide is for importers, distributors and food businesses buying vanilla in bulk from Indonesia. Rules differ between countries, so always check the requirements for your destination.
How bulk vanilla ships
We ship from Medan, North Sumatra. The right method depends mainly on order size.
| Order size | Usual method | Typical transit time | How it works |
|---|---|---|---|
| Up to 10 kg | Express courier | 3–7 business days | Door to door, with tracking. The courier handles customs clearance. |
| 10–50 kg | Express courier | 3–7 business days | As above. Often the simplest and fastest option at this size. |
| 50–300 kg | Express courier or air freight | 3–10 days | We compare both. Air freight can be cheaper per kilo, but goods arrive at the destination airport for your agent to clear and collect. |
| 300 kg and over | Air freight | 5–10 days, including clearance | Shipped through a freight forwarder and priced per kilo. |
| Large, regular contracts | Sea freight | 3–6 weeks or more | The lowest cost per kilo, but slower, and packing must protect the beans from moisture over a long journey. |
Transit times are estimates from dispatch and exclude delays at customs, public holidays and peak seasons. Your quote will include the method, cost and estimated delivery time for your order.
Why vanilla usually travels by air
- Value: vanilla is worth a lot per kilo, so freight is a small share of the cost, and faster, more secure transport is worth it.
- Condition: a shorter journey means less time for changes in temperature and humidity.
- Volume: vacuum-packed beans are compact, so even large orders take up little space.
How bulk vanilla is packed
- Whole beans are vacuum-sealed to hold their moisture and aroma.
- Vanilla powder is packed in sealed food-grade bags.
- Packs are placed in export cartons for transit.
Custom and private-label packaging can be discussed for larger orders.
HS codes for vanilla
HS (Harmonized System) codes classify goods for customs. Vanilla falls under heading 0905.
| Product | HS code |
|---|---|
| Vanilla beans, neither crushed nor ground | 0905.10 |
| Vanilla, crushed or ground (including vanilla powder) | 0905.20 |
Countries add extra digits to these six-digit codes for their own tariffs, so ask your customs broker for the full code and duty rate in your country. Vanilla paste and extract are prepared products and may be classified differently.
Shipping documents
Every export shipment travels with:
- a commercial invoice, showing the goods, value, HS code and terms of sale, and
- a packing list, showing the number of cartons, weights and contents.
Depending on your country and the product, you may also need:
- a phytosanitary certificate, issued by Indonesia's quarantine authority, confirming the plant products have been inspected,
- a certificate of origin, which may qualify the goods for lower import duty under a trade agreement, and
- a Certificate of Analysis, with test results for the batch, such as moisture and vanillin content.
Tell us which documents your country requires when you ask for a quote, and we'll confirm what we can provide.
What importers are responsible for
Each country has its own rules for importing food. As the importer, you're usually responsible for:
- Import duties and taxes, such as VAT or GST, and customs clearance fees.
- Food import requirements. For example, food shipments into the United States need an FDA Prior Notice before arrival. The European Union, United Kingdom, Australia and other markets have their own checks.
- Labelling for resale, if the product will be sold to consumers in your country.
A local customs broker or freight agent can handle most of this for you.
Ordering in bulk
- Ask for a quote. Tell us the product, grade, quantity, destination and what you're making. See what to include.
- Try a sample. Samples are available for qualified buyers.
- Confirm the order. Your quote sets out price, packing, shipping method and payment terms. Bulk orders are paid by international bank transfer.
- We ship and send tracking. You'll receive the shipping documents and tracking details on dispatch.