Buying & supplier selection
25 Questions to Ask a Matcha Supplier Before Your First Order
Before you order matcha in bulk, send every candidate the same questions in writing and compare the answers side by side. A good supplier answers specifically and in writing, and says plainly when something is not available. The 25 questions below are grouped so you can paste them into one email, with a note under each on what a useful answer looks like.
How to use this list
Send all 25 at once, or pick the groups that matter most to you. Ask in writing so you have a record. Give each supplier the same wording, otherwise you end up comparing their sales style rather than their answers.
Mark each answer with one of three letters:
- S – specific: names, numbers, documents or a clear "we do not offer that".
- V – vague: general reassurance without detail.
- N – no answer, or a redirect to marketing material.
A supplier with several V or N marks in the product or documentation groups needs a closer look before you buy. The weighted supplier scorecard shows how to turn these answers into a score.
Product (questions 1–8)
- Which product do you recommend for milk drinks, and which for matcha whisked with water only? Good answer: a clear split by use, with a reason, rather than "all our matcha works for everything".
- Where exactly is the matcha from? Good answer: a region, not just "Japan". If the answer is a region name such as Uji, the supplier can explain what it covers. The Kyoto tourism authority notes that Uji tea can include leaf from Kyoto, Nara, Shiga or Mie, provided it is processed in Kyoto.
- Which harvest is it? Good answer: the harvest is stated per product, for example first harvest.
- How is it milled? Good answer: the milling method is stated per product, for example stone-milled.
- What does your grade name mean, and who defines it? Good answer: an honest explanation that names such as "ceremonial" are trade terms. Ippodo, a Kyoto producer, says the term is not used in Japan.
- Is the product the same from batch to batch, and how do you tell buyers when it changes? Good answer: a description of how batches are handled and how changes are communicated.
- What dose do you suggest for a latte, and for a pure serve? Good answer: a starting point in grams, with the advice to adjust it in your own test.
- How should the product be stored once opened? Good answer: practical guidance on air, light, heat and moisture, without promises of a fixed freshness period they cannot back up.
Samples and testing (questions 9–12)
- Can I buy a small sample of the exact product I would order in bulk? Good answer: yes, with a price and pack size.
- Is the sample from the same product line as the bulk pack? Good answer: a direct yes, or a clear explanation of any difference.
- What would you expect me to notice when I compare your two products side by side? Good answer: a description of differences in use, not superlatives.
- If my test result is disappointing, what would you suggest I change? Good answer: concrete adjustments (dose, water temperature, paste method), not "try a more expensive product".
Ordering and logistics (questions 13–19)
- How do I open a business account and order? Good answer: the steps, including when you enter your VAT number.
- What does shipping cost to my country? Good answer: a figure or a clear rule, stated before checkout.
- Which countries do you deliver to? Good answer: a named delivery zone.
- How is VAT handled on a business order to my country? Good answer: a plain explanation, plus a pointer to your own adviser for your situation. The VAT explainer for EU buyers covers the general rules.
- What are your payment terms and invoice details? Good answer: written terms you can check before you pay.
- Is there a minimum order, and are there pack sizes other than the bulk bag? Good answer: a direct statement either way.
- What happens if a parcel arrives damaged or the wrong product arrives? Good answer: a named process and who to contact.
Documentation (questions 20–25)
- Which documents are available for the current batch? Good answer: a list of what exists today, not what "can be arranged".
- Can you send a product specification sheet? Good answer: the sheet itself, or a clear note that none is available.
- Do you have an allergen statement for this product? Good answer: a written statement you can file with your own allergen records.
- How can I trace a bag back to a batch or lot? Good answer: where the batch or lot reference is printed and how to quote it.
- Do you make any certification claims about this product, and can I see the certificate? Good answer: either "no claims" or a certificate you can check yourself.
- Do you make any claims about effects on the body, and on what basis? Good answer: no such claims. In the EU, claims of this kind on food are regulated under Regulation (EC) No 1924/2006 and only authorised claims, listed in the EU register, may be used. A supplier who uses them loosely may be loose elsewhere too.
The guide to matcha product documentation explains what each document tells you once you have it.
Copy-ready email opener
We are reviewing matcha suppliers for our café. Before ordering, could you answer the questions below in writing? Where something is not available, a short "not available" is fine. Thank you.
Paste the questions you need underneath. Keep your own copy of each reply with the date.
Answer log
| # | Question group | Supplier 1 | Supplier 2 | Supplier 3 |
|---|---|---|---|---|
| 1–8 | Product | S / V / N | ||
| 9–12 | Samples | |||
| 13–19 | Logistics | |||
| 20–25 | Documentation | |||
| Total S marks (max 25) |
If an answer raises a doubt, check it against the red flags when buying bulk matcha.
How Yumi answers the first few
So you can test us the same way: both 1 kg products are matcha from Uji (Kyoto), Japan, first harvest, stone-milled. Ceremonial Barista Matcha is made for milk drinks, Ceremonial Matcha for pure preparation with water. You order through a business account and enter your VAT number at checkout. Shipping is €0 to countries in our delivery zone (EU countries plus Norway and Georgia). For payment terms, minimum order and anything else, see the B2B FAQ, and ask us which documentation is available for the current batch via our contact page.
Next step
Questions only get you so far; the powder has to perform in your drinks. Order the 10 g Ceremonial Barista Matcha sample and the 10 g Ceremonial Matcha sample (€4.95 each excl. VAT at the time of writing, November 2026; check the product page for the current price) and test them alongside the answers you collect.