The Essential Checklist for Shipping Perishable Goods Internationally
That moment when you open a container and find spoiled products is every shipper’s nightmare. Unlike regular cargo, perishables don’t give you second chances. One temperature fluctuation, one missing document, and your entire shipment becomes a total loss.
After managing thousands of temperature-controlled shipments, we’ve created this essential checklist to ensure your perishable goods arrive in perfect condition.
Pre-Shipment Preparation Checklist
Regulatory Compliance
Verify import permits for destination country
Check phytosanitary certificate requirements
Confirm product-specific restrictions (especially meats, dairy, plants)
Research packaging material regulations
Validate shelf life requirements
Product-Specific Documentation
Certificate of Origin
Health certificates for food products
Animal/plant health certificates where applicable
Production date and batch codes
Shelf life expiration dates clearly marked
Packaging & Temperature Control
Primary Packaging
Food-grade materials for edible items
Ventilation design for fresh produce
Moisture control for frozen goods
Protective barriers for fragile items
Leak-proof containment for liquids
Temperature Management
Pre-cool products before loading
Use validated temperature loggers in multiple locations
Include backup temperature monitors
Set appropriate temperature ranges with buffers
Test packaging under simulated transit conditions
Transportation Selection
Mode-Specific Considerations
Air freight for high-value, short-shelf-life items
Sea freight for large volumes with longer transit tolerance
Reefer container certification verification
Power source compatibility at transit points
Emergency protocols for equipment failure
Customs & Border Clearance
Documentation Ready
Commercial invoice with detailed product description
Packing list with exact quantities and weights
Import licenses and permits
Insurance certificates
Customs value declaration
Timing Coordination
Schedule inspections in advance
Arrange after-hours clearance if needed
Coordinate with cold storage facilities
Plan for weekend/holiday delays
Have local contacts for emergency clearance
Real-Time Monitoring & Contingency Planning
During Transit
Monitor temperature every 4-6 hours
Track vessel/aircraft position regularly
Verify power supply to reefer units
Document any temperature excursions
Maintain communication with carriers
Emergency Protocols
Alternate routing options identified
Backup transportation arranged
Emergency contacts at transit points
Product salvage plans for temperature deviations
Insurance claim procedures prepared
Special Considerations by Product Type
Fresh Produce
Ethylene-sensitive items separated
Modified atmosphere packaging verified
Ripening inhibitors applied if needed
Moisture levels maintained
Ventilation requirements met
Frozen Goods
Blast freezing completed before shipping
No partial thawing during transfers
Temperature consistently below -18°C
Defrost cycles monitored and recorded
Thawing protocols established for receiving
Pharmaceuticals & Healthcare
GDP compliance throughout supply chain
Temperature mapping completed
Validation documentation available
Security measures implemented
Batch integrity maintained
The Cost of Getting It Wrong
One seafood exporter learned this lesson when their $80,000 lobster shipment arrived with a 3-hour temperature gap during transshipment. The result? Complete product rejection and $65,000 in losses – all preventable with proper monitoring and contingency planning.
Pro Tips for Success
Always test your packaging with a dummy shipment before moving high-value goods
Use multiple temperature loggers – place them in the warmest and coolest spots
Build relationships with customs brokers who specialize in perishable goods
Choose carriers with proven perishables experience, not just the lowest price
Have a product recall plan even if you never need to use it
Remember: Shipping perishables internationally isn’t just about moving products from A to B. It’s about maintaining a controlled environment across multiple handoffs, climate zones, and regulatory jurisdictions.
Every item on this checklist represents a potential failure point that could destroy your shipment. Methodical preparation isn’t just recommended – it’s essential for protecting your investment.