Shipping laboratory samples refrigerated requires two things that go beyond ordinary food transport: packaging that demonstrably holds the temperature over the full transit time, and a record of what actually happened along the way. This page describes which setup suits which transit time, how you document the performance and which versions are available for it. Cooled Solutions has manufactured cooling packaging in-house since 1972.
Two temperature zones, two setups
Most laboratory shipments fall into one of two zones. First determine which one applies; that choice determines both the coolant and the amount of insulation.
| Zone | Temperature | Typical shipment | Coolant |
|---|---|---|---|
| Refrigerated | 2 to 8 °C | samples, reagents, diagnostics | gel packs or ice packs |
| Protected (CRT) | 15 to 25 °C | material that must not get warm | mainly insulation, possibly one gel pack |
| Frozen | below −18 °C | frozen samples | plenty of ice packs, by arrangement |
If you are unsure between two zones, go with the coldest requirement.
Which setup for which transit time
Calculate with the longest realistic transit time, including possible delays or a weekend in between. A shipment that leaves on Friday and arrives on Monday is a 72-hour shipment, not a 24-hour one.
| Transit time | Setup | Example |
|---|---|---|
| Up to 24 hours | Insulated box or insulated bag with coolant | EPS box with 2 to 3 gel packs, or a 2-layer insulated bag with an ice pack |
| 24 to 48 hours | Extra insulation and more coolant | Box with 4-layer insulated box liner and ice packs |
| 48 to 72 hours | Maximum insulation and generous cooling | Box with 6-layer insulated box liner or EPP with plenty of ice packs and a data logger |
| More than 72 hours | Custom solution, have the performance validated | Combination on advice |
Recording what happens in transit
For laboratory shipments, the measurement is often just as important as the cooling itself. A data logger records the complete temperature profile between packing and arrival, so you can prove afterwards that the shipment stayed within the limits. We advise running a logger along with a new setup at least once before you establish it as your standard.
On request we supply product specifications and datasheets, material certifications (FSC, food-contact, REACH) and validation reports for the temperature performance.
Reusable or single-use
If you ship regularly between fixed locations, for example between a collection point and a central laboratory, a return system is almost always more economical. EPP versions are made for this: sturdy, excellent insulation and built to withstand repeated use. For one-way shipments, thick-walled polystyrene boxes remain the most economical choice per shipment.
Coolant: quantity and placement
The coolant does the work; the insulation only keeps the cold from escaping.
- For a refrigerated shipment of up to 24 hours in a well-insulated box, 2 to 3 gel packs are often enough. At higher outside temperatures or longer transit, scale up.
- Place the coolant on top of the samples, cold air sinks and thus cools the entire contents evenly.
- Freeze coolant for at least 24 hours at −18 °C before packing.
- Fill empty space. Circulating warm air in a half-full box costs more cooling than the wall does.
View the ice packs and the full range of coolants.
Fixed setup, fixed size
Laboratories that ship a lot usually manage with two fixed configurations: one for same-day shipments and one for shipments that bridge a night or weekend. That makes the handling reproducible and keeps purchasing straightforward. For regular volumes, annual contracts with fixed rates are possible; we produce custom sizes to order with a lead time of 2 to 4 weeks.
Also view the selection for pharma and medical, or request a quote with your transit time and annual volume.
Frequently asked questions
How long does a shipment stay at 2 to 8 °C?
That depends on three things: the insulation value of the packaging, the quantity and temperature of the coolant, and how full the box is. Up to 24 hours, an EPS box with 2 to 3 gel packs is usually sufficient; for 48 to 72 hours you need a box with a 6-layer insulated box liner or EPP with plenty of ice packs. You document the actual performance with a data logger.
Can I prove the temperature performance?
Yes. A data logger records the complete profile between packing and arrival. In addition, on request we supply validation reports for the temperature performance, plus product specifications and material certifications.
What is better for a laboratory: EPS or EPP?
EPS is the most economical per shipment and suitable for one-way traffic. EPP is reusable and more sturdy, and pays for itself once you ship regularly between fixed locations and the packaging is returned.
How many gel packs do I need?
For a refrigerated shipment of up to 24 hours in a well-insulated box, 2 to 3 gel packs are often enough. At high outside temperatures, a lighter box or a longer transit time, scale that number up. Have a new setup validated once with a data logger.
Where do I place the coolant?
On top of the samples. Cold air sinks downwards, so the entire contents cool evenly. Coolant at the bottom is one of the most common mistakes.