How to ship perishable food: essential steps and useful tips

From fresh fish to eggs, milk, and raw produce, perishable items are a staple in local and cross-border trade.

For instance, perishable goods constitute over 70% of local freight in the US,¹ while mainland China is one of the world’s largest fruit importers with over 7 million import tons in 2021.²

Perishable food items are also among the most sensitive shipment types. Many of these items need to stay within specific temperature ranges or require special packaging and handling measures. As a result, shipping perishable products can be challenging and expensive.

Seeing as perishables continue to enjoy a strong presence in global trade, learning how to correctly and profitably handle them is imperative. This guide explains how to ship perishable food and smart tips for a seamless process.

Challenges of shipping perishable food for B2B sellers

According to the International Air Transport Association (IATA), a perishable shipment is vulnerable to deterioration outside specific temperatures or environmental conditions.

In the case of such cargo, minor errors or exposure to normal conditions for durable goods can lead to waste. And with the growing consumer demand for better traceability, transparency, and freshness of food products, shippers face a complex task in shipping these items.

Some of the common difficulties confronting businesses in shipping non-durable items include:

• Maintaining temperature: Frozen foods like meat must be kept at constant temperatures to affect spoilage. Yet, power loss, improper handling, and broken cold chains are the constant risks during shipment. As the IATA reports, 20% of perishables get damaged in transit due to a broken cold chain.
• Shipping delays: Delayed customs processes, port holdups, or simple miscommunication can spell disaster for perishable cargo. Unfortunately, with the current supply chain disruptions wracking global trade, the frequency of delays has only increased.³
• Cross-contamination risks: Cross-contamination is a severe risk in food shipments, mainly due to the health issues it can cause. Shippers have an enhanced obligation to employ packaging and handling procedures that eliminate the risk of diseases and contamination.
• Regulatory requirements: While international shipments are typically subject to close regulation, perishable products have added layers of complexity. These regulations are constantly updated, and failure to comply with applicable rules may result in the rejection or even destruction of food products.
• High shipping costs: As one can expect, meeting the obligations involved in shipping perishables is expensive and resource-intensive. B2B sellers must find ways to shift these costs to consumers. Even with that, unexpected and costly challenges can arise after-sale, forcing sellers to absorb additional expenses.

How to ship perishable food

Properly shipping perishable food isn’t just a matter of convenience and profitability. It’s also critical for sustainable and responsible business.

According to the Food and Agriculture Organization (FAO), roughly 40% of global food produced is wasted between harvest and retail, including through transportation.⁴ Good shipping practices can help save some of that food which we can use to tackle world hunger. Likewise, it can lead to savings of $120 – $300 billion for businesses.⁵

Step One: Preparing for shipping

Before taking any action, think about the types of food products you’re shipping and the care they may require. Certain perishables, such as bread or pastries, maybe non-refrigerated. Others like dairy and fresh produce may be refrigerated, while a third category applies to frozen items like meat and seafood.

In the case of non-refrigerated items, consider their ideal shipping states and temperature, and plan accordingly. Likewise, refrigerated or frozen foods may need to be cooled sufficiently before shipping. Often, you’ll need to maintain these products’ ideal temperature for about 30 hours prior.

Before packaging, some of these items will also need to be protected against harm like water damage from thawing. Solutions you can implement include using waterproof or airtight wrapping, padding, or foam inserts.

Step Two: Choosing coolants

Refrigerated and frozen foods must be maintained at just the right temperature during shipping. Shippers employ many solutions for this purpose, including dry ice, insulated boxes, and ice packs.

• Insulated box: Insulated containers have an interior foam padding that preserves cool temperatures. The thicker the foam padding, the longer the food can likely last at desired temperatures. Generally, three-quarter-inch (¾”) thick foam packs should keep things chilled overnight. For longer destinations of one to five days, one and half-inch (1 ½”) thick packs work better.
• Dry ice: Dry ice is highly efficient in maintaining freezing temperatures. It chills at -109.3 degrees Fahrenheit, much colder than regular ice. However, it is considered a hazardous material because it’s essentially frozen carbon dioxide. Besides, dry ice must be handled carefully since naked contact with the compound can be dangerous.
• Ice packs: Cold packs are an alternative to ice packs, although they’re not as cold as dry ice. There are various types, such as gel packs, foam brick, and solid plastic – some are reusable while others are single-use. Use gel packs when shipping food products with an ideal temperature between -32 and -60 degrees Fahrenheit.

Step Three: Packaging perishables

Proper packaging depends on whether your shipment consists of non-refrigerated, refrigerated, or frozen food.

For non-refrigerated foods like apples, wrap the item in breathable packing and place it inside a corrugated cardboard box. Be sure to fill any empty spaces with padding material to prevent movement. You can employ common padding materials like tissue paper and bubble wrap.

Refrigerated and frozen foods might need to be sealed first in waterproof or airtight bags. Place the bag within an insulated container and surround it with dry ice or cold packs. For packages cooled with dry ice, ensure the ice per package doesn’t exceed 5.5 pounds. Any package that exceeds this dry ice weight may be treated as a hazardous material.

Also, remember not to place dry ice in boxes with airtight seals, as gases from the ice must be able to escape. Likewise, you should ensure that the ice isn’t directly touching the food products. Finally, place the insulated container inside a corrugated cardboard box.

Step Four: Appropriate labeling

Every perishable shipment package must be correctly sealed and labeled. International carriers and logistics firms, such as FedEx,⁶ recommend the ‘H’ tape sealing method. Using this method, tape the top, bottom, seams, and flaps of the box with a minimum of three strips of pressure-sensitive tape.

Next, mark the shipping box with the word “perishable” in bold font. You can also indicate your preferred box orientation with arrows and “This End Up” markings. If the package includes fragile objects such as glass or delicate food items, make sure to also apply “Fragile” markings to the box.

Lastly, international shipping regulations require precise labeling if you’re shipping with dry ice. The box must carry the words “Dry Ice” or “Carbon Dioxide Solid” and “UN 1845”. You must also indicate the net weight of dry ice in kilograms and display the name and address of the shipper and recipient.

Step Five: Choice of carrier

Your final step will be to place the packaged shipment aboard a carrier. You should have concluded arrangements in advance with your carrier of choice.

When selecting a shipping company, make sure they offer speedy and seamless delivery, which will be vital to maintaining the freshness of your goods. They should also be able to provide the specific shipping option you need, whether that’s overnight or next-day delivery, and a refrigerated shipping unit – called a reefer – if that’s what your goods need.

Certain carriers may prefer shipments with less dry ice than internationally allowed or specific prep that shippers must undertake. Work with your carrier to determine their particular dry ice limits and packaging/handling requirements.

Finally, liaise closely with the recipient so they know what to expect with the package, how to handle dry ice and post-shipping storage requirements.

7 tips for shipping perishables

Successfully shipping perishable items requires precise planning and flawless execution. Add these tips to the steps we’ve outlined above for a process that minimizes loss and enhances profitability.

1. Check shipping regulations

Asides from the rules imposed by international bodies like the IATA, many countries require compliance with certain additional rules. These rules may dictate what perishable items can enter or leave the country, packaging requirements, or allied regulations.

In Australia, for instance, meat imports are not allowed. Likewise, the country will reject fruits and vegetables, nuts, seeds, and dairy products for import.⁷ Knowing these rules ahead of time and planning accordingly will save you time and money.

2. Plan for the traveling conditions

Certain food items cannot be on the road for more than a limited period. Therefore, if you’re going to accomplish flawless delivery within the required time, your fulfillment schedule will need to be precise.

Anticipate shipping lead times, cold chain integrity, port congestion, and other factors that might affect delivery. With this foreknowledge, you can plan better and design a workflow that gets the products to your clients on time and in excellent condition.

3. Keep the goods breathable

Sometimes your cold chain holds steady, and the goods get delivered on schedule, but things still go sour. To forestall this, it’s worth remembering that certain food items, such as some fruits and vegetables, not only need to remain chilled but also need to breathe.

Using netting or breathable plastic wrapping can help preserve freshness and ensure the products arrive virtually in the same condition you sent them.

4. Employ multi-origin shipping

Since time is such a significant factor in shipping perishables, cutting down on how long the goods need to travel can be beneficial. With multi-origin shipping, you can deliver food products from warehouses closest to the client’s destination.

This way, you spend less money on dry ice and gel packs needed to maintain the extreme temperatures of frozen food. Likewise, you increase the chances of a delivery that arrives fresh and on time.

5. Don’t ignore buyer-side

While tackling perishables shipping solo feels natural for B2B sellers, remember that your buyer can also play a part. Communicate constantly and clearly with them to unearth opportunities where they can contribute to a successful shipment.

For example, you can liaise with buyers to receive the goods at the halfway point. Or you could offer in-store pickup at a discount which saves you the expense and stress of shipping.

6. Procure insurance

When all is said and done, the reality is that things can sometimes go wrong in the ways we least expect. Therefore, it’s critical to always ensure your goods are properly insured during shipping, depending on the applicable Incoterms.

Insurance can cover the costs of loss, mishandling, negligence, or other factors that may impair successful delivery.

7. Invest in technology

Technology can provide a bird's eye view and detailed involvement in the perishables shipping process. For example, you can remotely monitor the temperature while in transit, verify correct handling procedures, and anticipate potential shipping challenges using technology.

You can also leverage software to identify the best shipping routes and rates and the best ways to improve your value chain.

How Alibaba.com can help

Alibaba.com makes shipping perishables easy and stress-free for B2B sellers with its proprietary freight solution.

Alibaba.com Freight is a logistics and freight platform that enables a seamless and cost-competitive shipping process. Shippers can view and compare prices from twelve shipping companies, letting them access a wide range of competitive service options.

The platform supports shipments from China and Vietnam to nine North American and Europe locations. Shipping options available include ocean freight, air shipping, and air express.

Alibaba.com Freight provides an end-to-end process that includes tracking and live updates, meaning you can keep tabs on every aspect of the process and ensure your goods arrive as expected.

Would you like to learn more about Alibaba.com Freight and how it can support your e-commerce business? Then, open a seller account on Alibaba.com to get started.