If you’re new to shipping perishables or just need a refresher this is the perishable shipping guide you need to succeed in cold chain shipping.

When shipping food, pharmaceuticals, and plants, it’s crucial to maintain the cold chain during last-mile delivery by operating an efficient, well-planned packaging and shipping process.  

In this guide, we’ll outline the key factors to consider and offer practical advice on how to safely ship perishables. 

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When shipping food, pharmaceuticals, and plants, it’s crucial to maintain the cold chain during last-mile delivery by operating an efficient, well-planned packaging and shipping process. In this guide, we’ll outline the key factors to consider and offer practical advice on how to safely ship perishables.

Essential considerations on how to ship perishable food

The fundamentals of shipping perishables comes down to  monitoring the ambient weather, identifying the right insulation, understanding refrigerants and choosing the right shipping method for your company.

What that combination of products and services looks like for your business will depend on these key factors:

1. Transit Time- how long your item stays in transit will determine the type of insulated box liner you’ll use, the cost of shipping and how much refrigerant you’ll need.
2. Temperature to be Maintained- When shipping perishables your product’s desired temperature will determine the type of coolant and insulated box liner you’ll need.
3. Ambient Temperatures- The temperature outside of your box will determine how slowly or quickly your ice packs stay frozen and the same for dry ice sublimation. This will vary by season, so the best practice is to have seasonal practices and to always monitor weather.
4. Size and weight of the package- The size and weight of the package will impact both the amount of insulation needed and the shipping cost. H Low weight density packages will sometimes require more insulation and refrigerant, increasing both shipping rates and the potential for faster temperature loss.
5. Transportation budget is a crucial consideration, as different carriers and shipping speeds come with varying costs. Overnight or expedited shipping ensures faster delivery but may be more expensive, while standard shipping can be cheaper but requires more robust insulation to maintain proper temperatures.
6. Packaging and refrigerant budget involves balancing cost-effective materials with maintaining temperature control. The right combination ensures perishable items stay safe without overspending.

It’s important to find the right products and partners when shipping perishables. IPC has manufactured temperature control packaging to maintain the cold chain for over 20 years. Below are what we think are the most important choices you’ll make when shipping perishables.

Best carriers to mail perishables: FedEx, UPS or USPS

Whether you’re mailing perishables with USPS, FedEx or UPS, it’s important to track the exact transit time of each shipment to determine how long your packaging needs to provide protection. 

Be aware of complications arising from weekend transit, as deliveries may be delayed by 24 to 48 hours. If you ship on a Thursday or Friday, your package could sit in a warehouse over the weekend before continuing to its destination.

Several major carriers in the U.S. ship perishables, offering various options to maintain temperature control during transit. Key carriers include:

1. FedEx

   Offers temperature-sensitive shipping options, such as FedEx Cold Shipping Packaging for refrigerated items, FedEx Priority Overnight for perishables, 2nd Day and Ground options. There is a 200kg limit on dry ice for ground shipping. Fedex delivers on Saturdays and Sundays.

2. UPS

   Provides UPS Temperature True, UPS Next Day Air for sensitive products requiring precise temperature control. They also have 2 day shipping and ground options. UPS delivers on Saturday, but does not deliver on Sundays.

3. USPS

   Offers Priority Mail Express for fast shipping of perishables, but does not provide refrigerated transport. There is no limit to how much dry ice you can use during ground shipping. USPS does not provide a guaranteed delivery time.

Make sure to consult each carrier for specific packaging and handling requirements.

Cold chain labeling and handling instructions

Properly labeling your packages when mailing food and similar products will save you some heartache and possibly some money. Mark your packages with labels like perishables, keep refrigerated, or a dry ice hazard label to make your carrier aware of the temperature sensitive nature of your package. Provide clear storage and handling instructions for your end user.

You’ve spent a lot of time agonizing over your pack-out. Placing labels like “This Side Up” or “handle carefully” provides an extra level of protection that your pack-out stays in its most effective position during transit. Movement of gel packs, products or the insulated box liner can drastically affect the performance of your pack compared to the results you got during your qualification testing. Aside from labels, which help, use proper dunnage during early qualification to stabilize the components and avoid shifting during shipping.

Perishable shipment regulations you need to know

When shipping sensitive products like food and pharmaceuticals, it’s crucial to comply with various regulations to ensure safe and effective shipping. Key regulations include:

International Air Transport Association (IATA) Dangerous Goods Regulations doesn’t allow the transport of more than 5.5 pounds of dry ice via airplane.

U.S. Department of Transportation (DOT) Hazardous Materials Regulations, which govern the classification, packaging, and labeling of dry ice as a hazardous material with the hazard class 9 label, UN 1845, and net weight of Dry Ice in kilograms.

FDA’s Food Safety Modernization Act (FSMA) has temperature control rules for food.  Refrigerated foods must be kept at 40°F (4°C) or below, and frozen foods must remain at 0°F (-18°C) or below to prevent the growth of harmful bacteria.

Good Distribution Practice (GDP) guidelines regulate the handling of pharmaceuticals and define acceptable temperature ranges for shipping pharmaceuticals. Controlled room temperature is 15°C to 25°C (59°F to 77°F), refrigerated products: 2°C to 8°C (36°F to 46°F) is the most common and frozen products are defined as at or below -20°C (-4°F).

Carriers like USPS, FedEx, and UPS also impose their own rules for packaging and labeling. Consult your carrier for specifics.

Adhering to these rules, along with state-level and environmental considerations, like the EPS ban, ensures the safe transport of temperature-sensitive goods across different transportation modes.

Frequently asked questions on shipping perishable goods

1. What is the cheapest way to ship frozen food?
   

   The cost depends on the weight of your shipment, transit time, and the balance between shipping costs and cold chain packaging. You can often save money by opting for longer shipping times and improving your cold chain set up by using more robust insulated packaging and more refrigerant.

2. How do I protect my items from freezing during shipping?

   Use appropriate refrigerants like gel packs or PCM’s and place buffers between the package and the refrigerant to maintain the desired temperature without freezing.

3. How do I protect my meat from freezer burn during shipping?

   To protect meat from freezer burn during shipment when using dry ice, ensure the meat is tightly wrapped in moisture-resistant materials like plastic wrap or vacuum-sealed bags. Adding an extra layer of insulated packaging, such as a thermal bag or liner, can also help maintain a stable temperature and prevent direct contact with dry ice. This reduces the risk of freezer burn by preventing rapid moisture loss. Additionally, use the correct amount of dry ice to avoid over-freezing, which can also lead to freezer burn.

4. Does cooked meat need to be shipped differently than raw meat?

   Yes, cooked meat can be shipped with gel packs at refrigerated temperatures, while frozen meat requires dry ice and strong insulation like PopupLiner to meet FSMA transport requirements.

5. Does chocolate need to be packed on ice?

   It depends on the weather and transit time. In warmer conditions, using gel packs to keep chocolate cool is recommended. In cooler weather you might just need a foil/bubble box liner like CooLiner.

6. Can oranges, apples, and other fruits be shipped without refrigeration?

   Fruits can be shipped at room temperature but last longer in cooler environments. Many companies use gel packs, refrigerated trucks, and insulated pallet covers for better preservation.

7. Can perishables be shipped internationally?

   Perishables can be shipped internationally, but international regulations apply. Some countries, like Australia, prohibit the import of certain perishables such as meat, fruits, vegetables, and nuts, so always check with your carrier for specific rules.

We provide various insulation products specifically designed for shipping perishable item, such as our CooLiner perishable shipping boxes and our advanced GelTech gel packs.

Over the past two decades we have provided effective insulation solutions for companies that sell a diverse range of temperature-sensitive items, many of which operate in the food, drink and pharmaceutical industries. Perishable food items commonly shipped using IPC insulated packaging supplies include fresh and frozen meat and poultry, chocolate, fish and seafood, dairy products such as cheese and milk, fruit and vegetables, meal kits and ingredients, smoothies, baby food, and wine and beer. Pharmaceutical and medical products commonly shipped with insulated boxes and mailers include insulin and blood products.

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