Safety center
Parchment Exchange connects buyers and sellers but does not hold money or coffee. Use these short guides to spot scams, check partners and keep every deal smooth, from cherry to cup.
This is general guidance, not legal, financial or tax advice. Rules differ by country; check with your bank, coffee authority, customs broker or a lawyer before you sign or pay.
Common coffee-trade scams
Most fraud follows a few patterns. If you know them, you can walk away early.
Advance-fee and fake buyers
A "buyer" places a big order, then asks the seller to pay for a licence, inspection, courier or "registration" before the contract. Real buyers never ask sellers to pay them.
Fake exporters
A "seller" offers top grades below market price and wants a deposit by wire or crypto. The company, licence or warehouse does not exist.
Sample switch
An excellent sample is sent, but the shipment is lower grade, mixed or short weight. Keep a sealed reference sample and check the arrival.
Overpayment and refund scams
Someone "accidentally" pays too much and asks you to send the difference back. The first payment later bounces or is reversed.
Phishing
Messages with links to fake login pages that steal your password or code. Always type coffeeparchment.coffee yourself.
Fake escrow and payment sites
A partner insists on an "escrow" or "trade assurance" website you have never heard of. It is run by the scammer. Parchment Exchange does not run escrow today.
Impersonating the platform
Someone claims to be Parchment Exchange staff on WhatsApp, email or social media and asks for a fee, password or code. We never do that.
Document fraud
Fake or edited bills of lading, phytosanitary certificates, certificates of origin, quality reports or bank receipts. Check them with the issuer.
Red flags checklist
One flag is a reason to slow down. Two or more: stop and verify.
- Price far below (or buyer offer far above) the market
- Pressure: "pay today", "offer ends in one hour", "many other buyers"
- Asks you to pay a fee to unlock an order, a licence or a payment
- New or changed bank details, or an account in a third country or personal name
- Wants payment by crypto, gift cards or money transfer apps
- Refuses a video call, a sample or a written contract
- Email from a free address or a domain that looks almost right
- Moves you off the site immediately, or asks for your login code
- Documents with spelling errors, mismatched names, weights or dates
- Company cannot be found in a public registry or with the coffee authority
How to verify a trading partner
A few checks take less than an hour and stop most fraud.
Company registry
Look up the company name and number in the official business registry of its country. Names, directors and address should match.
Coffee licences
Ask for the export licence or coffee board registration and confirm it with the national coffee authority (see each origin page).
Video call
Meet on video. Ask to see the farm, station, warehouse or roastery, and the person's ID matching the company records.
References
Ask for two past buyers or sellers and contact them yourself using details you find independently.
Samples first
Cup a pre-shipment sample and keep part of it sealed as a reference.
Ratings and badge
Check the member's Verified badge, ratings and trade history on Parchment Exchange. A badge helps but does not replace your own checks.
Safe payment practices
Most losses happen at the payment step. Slow down here.
Never pay upfront to strangers
Do not send deposits, fees or full payment to a partner you have not verified and traded with before.
Use protected terms
Use a letter of credit (LC), documentary collection (cash against documents) through your bank, or a licensed escrow provider you choose yourself.
Verify bank details by phone
Before any payment, call the partner on a number you already know and confirm the account name, number and bank.
Beware changed bank details
"Our account changed" is the most common business email scam. Treat any change as suspicious until confirmed by phone.
Match names
The account holder should be the company on the contract, not a person or another country.
Keep proof
Save contracts, invoices, SWIFT/bank receipts and messages. They are your evidence if something goes wrong.
Samples and contracts
A clear written deal prevents most disputes.
Written contract
Agree quantity, grade, moisture, screen size, crop year, price, currency, payment terms, delivery date and claims process in writing, signed by both sides.
Incoterms
Name the Incoterm (for example FOB Mombasa, FCA, CIF Hamburg) so it is clear who pays and carries risk at each step.
Sample approval
Tie the contract to an approved pre-shipment sample (PSS) and state what happens if the arrival sample differs.
Pre-shipment inspection
For larger lots, use an independent inspector (for example SGS, Bureau Veritas, or a licensed Q grader) for weight, quality and bag marking.
Standard terms
Many traders use GCA or ECF contract terms. Use them or ask your buyer or broker to explain the terms before signing.
Shipping and document basics
Usual documents for a green coffee export. Requirements differ by country.
- Sales contract and proforma / commercial invoice
- Packing list and weight note
- Export licence or coffee authority registration
- Certificate of origin and the ICO mark / ICO number where used
- Phytosanitary certificate
- Bill of lading (B/L) or air waybill
- Quality / inspection certificate if agreed
- Importer registrations (for example US FDA food facility, EU food rules)
- EUDR due diligence data for coffee going to the EU (geolocation, legality)
Check every original with the issuer: shipping line for a B/L, plant health authority for a phytosanitary certificate. See Trade compliance for rules by region.
Protect your account and data
Your account and documents are valuable to fraudsters.
Strong password and 2FA
Use a long, unique password and keep two-step login on. Parchment Exchange requires it for every account.
Never share codes
Nobody, including our staff, needs your password or login code. Anyone who asks is a scammer.
Official domain only
Sign in only at coffeeparchment.coffee. Check the address bar before you type a password.
Protect ID and bank documents
Share passports, IDs and bank letters only when a deal is real, with watermarks such as "For Parchment Exchange deal #123 only".
Share contact details late
Your phone and email stay private until you accept a deal. Keep early talks in site messages.
Best practices for everyone
Farmers, cooperatives, processors, millers, exporters, importers, roasters, agents and transporters.
Verify identities
Video call and check registries before large deals. Confirm new contacts through a second channel you already trust.
Keep written records
Put offers, changes and agreements in writing. Summarise phone calls in a message afterwards.
Resist pressure
Urgency is a scam tool. A real partner will wait a day while you check.
Watch for impersonation
Scammers copy names and photos on WhatsApp and email. Check the number or domain, and call back on a known number.
Meet safely
Meet new partners in a public or business place, tell someone where you are, and avoid carrying large amounts of cash.
Sealed samples and witnessed weighing
Seal and label samples in front of both sides. Weigh bags with a witness or an inspector and record the weights.
What Parchment Exchange will never ask for
If anyone asks for these in our name, it is a scam. Report it.
- Your password or two-step login code
- An upfront "unlock", "verification", "release" or "registration" fee
- Payment to a personal account, crypto wallet or gift card
- Remote access to your phone or computer
- To move a deal to an unknown "escrow" site
We only contact you from @coffeeparchment.coffee or WhatsApp +1 309 290 4001.
Smooth operations
Good habits that make deals faster and prevent disputes.
Complete your profile
Add company, country, licence number and photos. Complete profiles get more replies and trust.
Accurate lot details
State grade, moisture, screen size, quantity, stage (cherry, parchment, green, roasted), process, crop year and real photos.
Respond quickly
Reply to offers and messages within 24–48 hours, even if only to say when you will answer.
Agree terms in writing
Confirm specs, price, currency, Incoterms and delivery dates in writing before shipping or paying.
Label samples properly
Mark each sample with lot code, weight, crop year, process and date. Send with tracking.
Pre-shipment quality checks
Check moisture, defects and cup before loading; share results with the buyer.
Clear packaging and marking
Use clean, suitable bags (GrainPro or liners if agreed) with marks matching the contract and ICO number.
Timelines and etiquette
Share a timeline (sample, contract, payment, loading, arrival), keep the other side updated and be polite and clear.
Keep listings updated
Mark lots sold or reserved and close filled requests so nobody chases stale offers.
If something goes wrong
Calm, documented steps resolve most disputes.
- Stop further payments or shipments until the issue is clear.
- Collect evidence: contract, sample records, photos, weight notes, inspection reports, messages.
- Write to the other side with facts and a proposed fix (price adjustment, replacement, return).
- Use an independent inspection or cupping if quality or weight is disputed.
- If you cannot agree, follow the claims or arbitration clause in your contract (for example GCA or ECF).
- Report fraud to your bank, local police and Parchment Exchange.
For sellers
Farmers, cooperatives, washing stations, mills and exporters
No fees to get paid
A buyer should never ask you to pay for a licence, inspection or "transfer fee" to release payment.
Get paid safely
For new buyers, ask for an LC, cash against documents or a deposit before shipping. Do not release original documents before payment.
Protect your samples
Send small samples first. Keep a sealed duplicate and a record of the lot code.
Check payment proof
A screenshot is not a payment. Wait until money is in your account and cleared.
Be honest in listings
Accurate grade, moisture and weight build repeat buyers and avoid claims.
For buyers
Importers, roasters and traders
Verify before paying
Check the registry, export licence and references. Video call the seller at the farm or warehouse.
Pay against documents
Use LC or cash against documents. Pay the balance against a verified B/L, not a promise.
Cup and compare
Approve a pre-shipment sample and compare the arrival sample. Keep both.
Inspect big lots
Use an independent inspector for weight, grade and bag marking before loading.
Check import rules
Confirm your own country's registration, food safety and EUDR requirements before you buy.
Quick tips by role
Farmers
Know your cost and the day's reference price. Weigh with a witness and keep delivery receipts.
Cooperatives
Keep member delivery records and lot traceability. Two people should approve every payment.
Washing stations / wet mills
Record cherry weights, grades and drying days per lot. Label parchment bags clearly.
Dry mills / hullers
Issue out-turn reports with weights and grades. Seal and label every sample.
Exporters
Keep licences current, share documents early, and never release originals before agreed payment.
Importers
Verify origin documents and EUDR data. Plan payment terms that protect both sides.
Roasters
Buy samples first, cup blind, and start with smaller lots with new suppliers.
Agents and brokers
Put your commission in writing and disclose it. Never hold client funds informally.
Transporters
Check seals and bag counts at pickup and delivery, and get signed delivery notes.
Report suspicious users
Use the Report button on any lot, member or deal, or contact us. We review every report and can suspend accounts.
Printable safety checklist
This is general guidance, not legal, financial or tax advice. Rules differ by country; check with your bank, coffee authority, customs broker or a lawyer before you sign or pay.
Export and import rules differ by country. See our trade compliance checklist by region. Trade compliance →