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Supplier checklistWhat to check before adding a second matcha supplier
A 10-point checklist for brands, matcha bars and distributors that want a backup matcha source they can document.
Before adding a second matcha supplier, check ten points: origin, traceability, batch COA, pesticide residues, contaminants required by your market, lot-to-lot consistency, capacity, lead time, packing and performance in your own recipe. Get the documents before you approve the sample.
The 10-point checklist
| Check | What to ask for |
|---|---|
| 1. Origin | Growing region and manufacturer in writing. |
| 2. Traceability | Batch code that links the bag to production records. |
| 3. Batch COA | Results that apply to the batch you will receive, with test date. |
| 4. Pesticide residues | Lab report against your destination market’s limits. |
| 5. Contaminants | Heavy metals and any market-specific parameters. |
| 6. Consistency | Compare two batches side by side if possible. |
| 7. Capacity | Volume available for your forecast, not just the first order. |
| 8. Lead time | Weeks from order to dispatch, and how it changes by quantity. |
| 9. Packing | Bulk pack size, barrier material, labelling and private-label options. |
| 10. Recipe performance | Your drink, your dose, checked at serving and after holding. |
How to run the switch safely
- Start with a small trial order tied to an approved sample code.
- Blind-test the new source against your current matcha.
- Agree written acceptance criteria for colour, flavour and documents.
- Keep both sources active until the second one has delivered consistently.
- A second source is a documented source, not just a cheaper one.
- Collect documents before sample approval.
- Hold both sources until consistency is proven.
Frequently asked questions
Why add a second matcha supplier?
A second source reduces the risk of running short when a main supplier limits allocations or raises prices.
What documents should a new matcha supplier provide?
A product specification, a certificate of analysis for the batch, and lab reports for the parameters your market requires, such as pesticide residues and contaminants.
Will customers accept matcha from a new origin?
It depends on your brand promise. Be transparent about origin, and test the product in the drinks your customers buy.
Related: how to evaluate matcha samples · matcha lab tests for the UK