Introduction
A container of IQF produce can be sourced correctly, pass every quality check at the factory, and still arrive at your warehouse in unsellable condition. The difference between a successful shipment and a total loss is cold chain management — the unbroken sequence of temperature-controlled handling from production line to final storage.
This guide covers the practical logistics of shipping frozen fruits and vegetables internationally. It is written for procurement managers, supply chain leads, and logistics coordinators who manage or oversee frozen produce imports, particularly from China to EU, Canadian, and Japanese destinations.
The Cold Chain Requirement: -18°C or Below
The core rule for frozen produce logistics is simple: product must be maintained at -18°C (0°F) or below from the moment it leaves the factory's cold storage until it reaches your warehouse. Every link in the chain — factory storage, inland transport, port handling, ocean transit, destination port handling, customs clearance, and final delivery — must maintain this temperature.
Frozen produce is not like shelf-stable goods where a few hours at ambient temperature is acceptable. Temperature abuse — even a brief excursion above -18°C — causes partial thawing that damages product quality irreversibly. Ice crystals form during refreezing that rupture cell walls, leading to texture degradation (mushiness), moisture loss (drip), color changes, and accelerated quality deterioration in storage.
The practical challenge is that frozen supply chains include multiple handoff points where temperature control passes from one party to another. Each handoff is a vulnerability. Understanding these points and how to mitigate risk at each one is what separates reliable cold chain operations from problematic ones.
Reefer Containers: Your Mobile Cold Storage
International frozen produce shipments travel in reefer containers — refrigerated intermodal containers with integrated cooling units. Understanding reefer specifications and limitations is essential for anyone managing frozen produce logistics.
Standard reefer types for frozen produce
40ft High Cube Reefer (40HR)
The workhorse of frozen produce trade. Internal dimensions approximately 11.6m × 2.29m × 2.55m. Usable volume approximately 59–67 cubic meters. Payload capacity approximately 27–29 metric tons, though actual loading depends on product density and pallet configuration. The high cube format provides additional vertical space compared to standard 40ft reefers.
20ft Reefer (20R)
Half the capacity, used for smaller shipments or when vessel slot availability is limited. Less common for frozen produce trade because the per-MT freight cost is higher than 40ft containers.
How reefer units work
A reefer container does not "freeze" product — it maintains temperature. The refrigeration unit circulates chilled air through the container from the floor (via T-bar flooring) to the ceiling and back. Product must be pre-cooled to the set temperature before loading. If warm product is loaded into a reefer, the unit will struggle to pull temperature down and may fail to reach the set point, especially in a fully loaded container.
Key reefer settings for frozen produce
- -Set point temperature: -18°C to -20°C. The set point is the target temperature the unit works to maintain. Setting slightly below -18°C provides a margin against temperature fluctuations during door openings and transit vibration.
- -Supply air vs. return air: The reefer unit monitors supply air (the cold air blown into the container) and return air (the air returning to the unit after passing over the cargo). Return air temperature is the better indicator of product temperature.
- -Fresh air ventilation: Must be set to CLOSED for frozen cargo. Ventilation settings are used for fresh produce but should never be open for frozen shipments.
- -Defrost cycles: Reefer units periodically defrost their evaporator coils to maintain airflow. Standard defrost intervals are every 6–12 hours and typically last 20–30 minutes. During defrost, supply air temperature rises temporarily — this is normal.
Loading requirements
- -Product must be at -18°C or below before loading. Verify temperature with a probe thermometer on sample cartons.
- -Cartons must be stacked to allow airflow through the T-bar floor channels. Do not block the floor plenum at the front (unit end) of the container.
- -Leave a small gap (5–10 cm) between the top of the cargo and the container ceiling for air circulation.
- -Do not stack cartons directly against the container walls — air must be able to circulate around the cargo.
- -Use appropriate securing (straps, dunnage) to prevent load shift during ocean transit, which can block airflow paths.
The Journey: Factory to Destination Port
A typical frozen produce shipment from China to an EU, Canadian, or Japanese destination passes through several logistics stages. Each stage has specific risks and mitigation strategies.
Stage 1: Factory to Container Loading
0–2 daysThe container is positioned at the factory or nearby cold storage facility. Product is loaded from cold storage directly into the pre-cooled reefer.
Stage 2: Inland Transport to Port
1–5 daysThe loaded reefer is trucked from the factory to the port of export. Journey times vary from 2–4 hours (Hebei to Tianjin) to 1–2 days (inland provinces to Shanghai).
Stage 3: Port Terminal Waiting
1–7 daysAt the port, the container is connected to terminal power (reefer plugs) while awaiting vessel loading.
Stage 4: Ocean Transit
5–35 daysOnce loaded on the vessel, the reefer container is connected to ship's power. Vessel crew monitors reefer performance during the voyage.
Stage 5: Destination Port to Warehouse
1–7 daysAfter vessel discharge, the container enters destination terminal's reefer yard, goes through customs clearance, and is released for pickup.
Typical transit times from major Chinese ports
| Route | Transit Time |
|---|---|
| Qingdao/Tianjin → Rotterdam | 28–35 days |
| Shanghai → Rotterdam | 25–32 days |
| Qingdao → Vancouver | 18–22 days |
| Qingdao → Toronto (via Vancouver rail) | 22–30 days |
| Qingdao → Tokyo/Yokohama | 5–8 days |
| Qingdao → Osaka/Kobe | 4–7 days |
Temperature Monitoring and Documentation
Temperature records are your primary evidence of cold chain integrity. They serve three purposes: verifying that product arrived in specification, supporting claims against carriers if there was a failure, and satisfying regulatory requirements in many destination markets.
Types of temperature monitoring
Reefer unit data download
The reefer unit continuously logs supply air and return air temperatures, typically at 15-minute or 1-hour intervals. This data can be downloaded at destination and provides a complete record of the ocean transit segment. Request this data from your freight forwarder for every shipment.
Independent data loggers
Small electronic devices placed inside the container that record ambient temperature at set intervals. These provide an independent record not tied to the reefer unit's sensors. Best practice is to place 2–3 loggers in different positions (front, middle, rear near doors).
Real-time satellite/cellular monitoring
GPS-enabled devices that transmit temperature data in real time via satellite or cellular networks. These allow you to monitor container temperature during transit without waiting for physical data download. The gold standard for high-value shipments.
What to look for in temperature data
- -Return air temperature should remain at or below -18°C throughout the journey, except during normal defrost cycles (brief spikes lasting 20–30 minutes).
- -Sustained return air temperature above -15°C indicates a problem — product may have experienced partial thawing.
- -Any period where both supply and return air rise significantly (above -10°C) for more than 2 hours suggests a unit failure or power interruption.
- -The temperature profile at the beginning should show product was loaded at temperature (return air should settle to set point within 1–2 hours of unit start-up).
Common Failure Points and How to Prevent Them
Most cold chain failures in frozen produce trade are not catastrophic events — they are accumulations of small lapses that compound into quality problems.
Product loaded above temperature
The factory loads product that has not been fully frozen to -18°C, perhaps because production ran late. The reefer unit cannot pull the temperature down during transit.
Loading dock temperature abuse
The factory's loading dock is not refrigerated, and it takes 4+ hours to load a full container in summer heat. Product surface temperatures rise significantly.
Inland genset failure
The reefer generator set fails or is turned off during the truck journey from factory to port. Product may sit without cooling for several hours.
Customs hold at destination
Your container is flagged for inspection. Customs opens the container, samples product, and it sits open for 1–2 hours. Or container is held for days pending additional documentation.
Extended terminal dwell time
The container arrives but sits for 5–7 days awaiting pickup because trucking was not booked in advance or warehouse was not ready.
Incoterms and Cold Chain Responsibility
The choice of Incoterm in your purchase contract determines who is responsible for the cold chain at each stage of the journey.
Free on Board
The supplier is responsible for the cold chain until the container is loaded onto the vessel at the Chinese port. Once on board, risk and responsibility transfer to the buyer. This is the most common Incoterm for frozen produce from China.
Cost, Insurance, Freight
The supplier arranges and pays for ocean freight and insurance to the destination port. However, risk still transfers at port of shipment (same as FOB). CIF simplifies logistics but reduces transparency into freight costs.
Cost and Freight
Same as CIF but without insurance. Less common for frozen produce because insurance is critical for temperature-sensitive cargo.
Delivered at Place
The supplier delivers to a named destination (e.g., buyer's warehouse), bearing all costs and risks until arrival. Uncommon in frozen produce trade from China because most suppliers prefer not to assume destination-country logistics risk.
For most frozen produce import operations, FOB Chinese port is the recommended Incoterm. It gives the buyer maximum control over the shipping line, routing, reefer equipment quality, and destination logistics — all of which directly affect cold chain integrity.
Learn more about Incoterms in our Importing IQF Produce from China guide →Insurance for Frozen Produce Shipments
Marine cargo insurance for frozen produce is not optional — it is essential. The potential for total loss due to reefer failure means that every container shipment should be insured.
Key coverage considerations
- -All-risks marine cargo insurance is the standard policy type. Ensure the policy explicitly covers temperature damage / reefer breakdown. Some basic policies exclude refrigeration failure.
- -Insured value: Standard practice is 110% of CIF value (product + freight + insurance + 10% margin for incidental costs).
- -Typical premium: 0.3–0.5% of insured value for standard frozen produce shipments from China to major markets.
Claims documentation requirements
In the event of a temperature failure, you will need: reefer data download, independent data logger records (if used), photographs of product condition at delivery, a survey report from an independent marine surveyor, and the shipping line's event report. Collect this documentation immediately upon discovering a problem — delays weaken claims.
How Crestwood Global Manages Cold Chain
Cold chain management is not something we delegate — it is a core part of what we do at every shipment. Our China-based general manager, Jianfang Liu, oversees loading operations at the factory level, including pre-loading temperature verification and loading dock protocols.
Every Crestwood shipment includes independent temperature loggers positioned at multiple points within the container. We provide reefer data downloads and logger reports to our buyers as standard documentation with each shipment.
We coordinate closely with freight forwarders on vessel selection, routing (direct services preferred), and destination handling to minimize handoff risks. We believe cold chain transparency builds trust. If a problem occurs, we share the data openly and work with our buyers to resolve it quickly.
Contact our team
Justin Ratti, General Manager (USA)
justin@crestwoodglobal.com
+1 (224) 534-9799
WhatsApp: +1 (802) 558-4860
Jianfang Liu, General Manager (China)
jianfangliu@hebdingyu.com
+86 133 7301 6588
Related Resources
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