Importing olive oil: the detailed steps

In brief. Importing olive oil follows an 8-step process: (1) scope the need (category, volume, format), (2) select the origin and exporter, (3) validate quality via sample + COA, (4) set the incoterm (FOB or CIF to start), (5) cost the landed price (freight, insurance, duties, VAT), (6) contract and secure payment (deposit + balance against documents or LC), (7) organise logistics (freight forwarder, container), (8) clear customs and receive with an inspection on arrival. From selection to reception, each step has its documents and its points of vigilance.

You know you want to import olive oil, but the full sequence of steps remains unclear? This guide walks through the process from selection to reception, in order, with the documents and pitfalls of each phase. For the very first steps, our article where to start lays the foundations; here we get into the operational detail.

What are the steps to import olive oil?

Importing olive oil is done in eight steps: scope the need, select the origin and exporter, validate quality by sample and COA, set the incoterm, cost the landed price, contract and secure payment, organise logistics, then clear customs and receive. Each step conditions the next.

The guiding principle: you don't move to the next step until the previous one is locked. An unvalidated sample, a vague incoterm or unbudgeted duties weaken everything that follows.

Step 1 — Scope the need

Precisely define category (extra virgin, virgin, organic), volume, packaging format (flexitank, IBC, drum) and destination market. This brief drives the origin, price, incoterm and required certifications. A vague scope produces offers that can't be compared.

Step 2 — Select the origin and exporter

Compare the value for money of origins (Tunisia, Spain, Italy, Greece, Morocco…). Tunisia, the world's second-largest producer, stands out for its pronounced aromatic profile and high polyphenols (Chetoui) at a competitive price — bulk origin benchmark ~3.80 €/kg.

Then vet the exporter: origin approval, seniority, references, ability to provide a COA per batch. Supplier reliability is worth as much as the listed price.

Step 3 — Validate quality (sample + COA)

Request a sample and the batch COA, taste it, have it analysed if needed, and keep a sealed reference sample. This step sets the category on measured data, not on a promise. A reduced-volume validation batch can precede the full container.

Step 4 — Set the incoterm

The incoterm allocates responsibilities and costs between seller and buyer.

Incoterm	The seller goes up to	For whom
EXW	Ex works	Experienced buyers
FOB	Goods loaded at port of departure	Standard first import
CIF	Freight + insurance to port of arrival	Landed port price, simpler
DDP	Delivered duty paid	Proven relationships only

For a first import, favour FOB (you control the freight) or CIF (landed port price). Avoid DDP until the relationship is established: an incoterm error can wipe out the margin.

Step 5 — Cost the landed price

The only honest comparison is done landed at destination. Add up: origin price + packaging + freight (less any subsidies on the exporter side) + insurance + customs duties + your market's VAT + local fees. Our export cost calculator and the benchmarks by market help estimate this total.

Step 6 — Contract and secure payment

Formalise a clear contract (category, COA thresholds, incoterm, deadlines, penalties) then secure the payment: deposit followed by the balance against documents, or a confirmed letter of credit on risky markets. Never launch a container without a firm order and deposit.

Step 7 — Organise logistics

Appoint a freight forwarder, choose the shipping format (flexitank ~22,000 L, IBC, drums) and plan the routing from the port of departure. The forwarder coordinates booking, filling and transport documents.

Step 8 — Clear customs and receive

On arrival, present the documents for customs clearance, pay duties and VAT, then inspect the goods: quantity, condition of containers and compliance with the batch COA. Compare with your reference sample if needed. This final check protects you in the event of a dispute.

Box: documents by step

• Selection / quality: COA per batch (IOC-approved laboratory).
• Contract: proforma invoice then commercial invoice.
• Logistics: packing list, bill of lading (B/L) or waybill.
• Customs clearance: certificate of origin, sanitary and phytosanitary certificates as required locally.

A document or labelling error can hold the goods at customs. Check your market's precise requirements in advance.

The classic mistake

Handling the steps in parallel instead of in sequence. Ordering a large volume before validating the sample, setting the price before knowing the incoterm, or shipping without having costed your market's duties: all shortcuts that produce goods on the quay more expensive than planned, or a category unsuited to the channel. Sequential rigour is what distinguishes a profitable import from an import you simply endure.

FAQ

How long does an end-to-end olive oil import take?

From selection to reception, expect several weeks generally: sample validation, contracting, production/filling, sea transport and customs clearance add up. The transport itself depends on the distance between the port of departure and your market. Anticipate each lead time in your planning.

Which step is the most critical?

Quality validation (sample + COA) and costing the landed price. The first avoids receiving non-compliant oil; the second avoids nasty margin surprises on arrival. These are the two locks that rushed buyers most often neglect.

Do you need a freight forwarder to import olive oil?

For a maritime container import, a freight forwarder is strongly recommended: they coordinate the booking, filling, transport documents and customs clearance. Under CIF, the exporter manages the freight to the port of arrival, but you remain responsible for local customs clearance.

Which incoterm should I choose for a first import?

FOB or CIF. Under FOB, you organise the freight and can compare forwarders; under CIF, the exporter delivers a landed port price, simpler to manage when starting out. Reserve DDP for already-proven relationships, since it transfers all responsibility to the seller.

How do I calculate the real cost of an import?

Add up origin price, packaging, freight, insurance, customs duties, your market's VAT and local fees. That's the landed cost, the only comparable benchmark between origins and suppliers. An export cost calculator helps you not forget anything.

What should I check when receiving the container?

Check the quantity, the condition of the containers (flexitank, IBC, drums), the labelling and compliance with the batch COA. Compare with your sealed reference sample if needed. This final check is your last protection before moving the goods.

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Are you preparing your olive oil import? Request a quote: we support you step by step — sample, COA, incoterm, landed cost and documents for your market, within 24-48h. First scope your project with our guide where to start and the export markets.