Effective Date: October 11, 2026
Company Name: Uganda Coffee Suppliers
Website: https://www.ugandacoffeesuppliers.com/
1. Overview
This Payment and Refund Policy governs all commercial financial transactions, sample requests, advance deposits, Letters of Credit, and coffee consignment settlements between Uganda Coffee Suppliers (“we,” “us,” or “our”) and international buyers, coffee roasters, importers, and brokers.
As a B2B green coffee exporter, all transactions are negotiated under international trade customs and formal Sales Contracts / Proforma Invoices rather than automated website checkouts.
2. Commercial Payment Methods & Terms
We accept international trade payments through the following financial channels:
- Irrevocable Letter of Credit (L/C at Sight): Issued by a reputable international bank and confirmed prior to export container loading in Kampala.
- Telegraphic Transfer (T/T / Wire Transfer): Direct bank-to-bank SWIFT transfers to our designated corporate export bank account in Uganda.
- Structured Advance & Document Release (T/T Deposit + CAD / BL Release): Standard B2B terms consisting of a agreed advance deposit (e.g., 20% – 30%) upon signing the Sales Contract, with the remaining balance paid against presentation of copy shipping documents (Bill of Lading, UCDA Quality Certificate, ICO Certificate, and Phytosanitary Certificate).
3. Currency & Price Validity
- Base Currency: All commercial price quotations, invoices, and contracts are denominated in US Dollars (USD) or Euros (EUR) as specified in the agreed Sales Contract.
- Market Volatility: Green coffee is a traded commodity subject to global market price movements (ICE / London and New York exchanges). Price quotations provided via email or website inquiries carry a strict validity period stated on official Proforma Invoices.
4. Green Coffee Sample Payments
- Complimentary Evaluation Samples: We provide standard green coffee evaluation samples (300g – 500g) free of charge to qualified commercial roasters and importers.
- Courier & Shipping Charges: Buyers may be requested to cover international express courier fees (via DHL/FedEx) or provide their courier account number unless otherwise agreed upon by our sales team. Courier charges paid for samples are non-refundable once the dispatch tracking number is issued.
5. Refund, Cancellation, & Quality Claims Policy
A. Order Cancellations
- Before Processing / Loading: Orders may be canceled without penalty prior to the execution of primary dry mill processing, bag lining, and UCDA sealing, subject to deducting incurred administrative or banking fees.
- After Contract Execution & Processing: Once a green coffee lot has been processed, packaged in custom-marked 60kg GrainPro bags, and sealed for export under UCDA supervision, contracts cannot be canceled unilaterally due to commodity price fluctuations or buyer market changes.
B. Quality Claims & Inspection at Destination
- Pre-Shipment Conformance: Final commercial shipments conform within commercially accepted industry tolerances to the approved Pre-Shipment Sample (PSS) or contract specification.
- Notice of Claim: If a delivered consignment is alleged to deviate materially from agreed physical specifications (e.g., moisture exceeds 12.5%, screen size mismatch, or severe transit damage), the buyer must submit a written quality claim within 14 calendar days of container arrival at the destination port.
- Independent Inspection: Quality claims must be supported by an official inspection report from a recognized independent surveyor (e.g., SGS) or certified Q-Grader cupping panel.
C. Dispute Resolution & Remediations
Where a valid quality or weight deficit claim is verified:
- Replacement Lot: We will coordinate the dispatch of a replacement coffee consignment under agreed contract terms.
- Price Adjustment / Credit Note: A partial credit note or balance adjustment will be applied against current or subsequent contract settlements.
- Refunds: Cash refunds for bulk green coffee shipments are issued only when replacement or credit remediation is unfeasible, transferred back to the original funding bank account via SWIFT.
6. Contact & Financial Inquiries
For questions regarding payment instructions, SWIFT details, or invoice settlements, please contact our financial and export office:
- Company: Uganda Coffee Suppliers
- Website: https://www.ugandacoffeesuppliers.com/
- Email: [Insert Business / Finance Email Address]
- Phone / WhatsApp: [Insert Business Phone Number]
- Office Location: Kampala, Uganda