How to Book a Reefer Container from China: A Practical Step-by-Step Guide
When you book reefer containers from China, the stakes are higher than standard shipping. Perishable goods demand precise temperature control, advance planning, and coordination across multiple logistics partners, and mistakes are costly. This guide provides the practical steps to book refrigerated containers successfully, ensure compliance throughout transit, and protect your cargo from origin to destination.
Quick 9-Step Overview:
Gather essential cargo and requirements information
Determine optimal booking timing (off-peak vs. peak season)
Choose container size: 20' vs. 40' high-cube
Understand temperature precision and pre-cooling requirements
Evaluate controlled atmosphere needs for your product
Secure booking and confirm all details
Arrange pre-cooling and terminal services
Prepare required documentation
Monitor cargo in transit and coordinate destination logistics
Step 1: Gather Essential Information Before You Book a Reefer Container from China
Before contacting your freight forwarder or shipping line, you need to have specific details about your shipment prepared. This information forms the foundation of your booking inquiry and determines which solutions your logistics partner can offer.
Commodity Details
Start with your product itself. What exactly are you shipping? Is it fresh produce like avocados or berries, or are you moving frozen seafood, dairy, or pharmaceuticals? The commodity type fundamentally shapes your reefer requirements.
Different products require vastly different environments. Fresh berries need controlled atmosphere settings that slow their ripening process, while frozen seafood simply requires consistent cold temperatures around -18°C. Medications and biotech products demand ultra-cold storage, sometimes as low as -25°C or colder.
Temperature and Setpoint Requirements
This is non-negotiable. What temperature must your cargo maintain throughout the journey? Modern reefer containers can hold setpoints with remarkable precision, typically within ±0.5°C with correct loading and airflow, but only if you specify your exact requirements from the start.
Standard temperature ranges include +2°C to +8°C for chilled products like dairy and fresh meat, and -18°C for frozen goods. However, some pharmaceuticals may require -20°C or lower.
Ventilation and Fresh-Air Exchange
Perishable goods don't just need cold, they need proper air circulation. Many fresh produce items respire during transport, consuming oxygen and releasing ethylene gas and CO₂.
If your container has blocked airflow or insufficient ventilation, your cargo will suffocate and deteriorate, even at the correct temperature. Specify your fresh-air exchange requirements upfront. Active ventilation systems automatically manage oxygen levels, which is why controlled atmosphere (CA) containers command premium rates but deliver superior results for high-respiration products.
Humidity and Controlled Atmosphere Needs
Does your product require humidity control? Dried fruit and cut flowers are sensitive to moisture loss, while tropical produce like bananas benefits from elevated humidity.
If your shipment will spend more than 20 days in transit, consider whether controlled atmosphere technology is necessary. CA systems extend shelf life dramatically for items like avocados and berries by maintaining optimal CO₂ and oxygen levels. Without CA on long voyages, you risk significant product loss.
Origin and Destination Ports
Specify your loading port in China and your discharge port at destination. Different ports have varying reefer availability, handling capabilities, and port dwell times. Some ports have modern, efficient terminal infrastructure; others experience congestion. Port selection impacts not only your transit time but also your total cost. Shanghai and Ningbo offer excellent reefer infrastructure, while smaller ports may require additional planning.
Estimated Time of Departure (ETD) Window
Provide a realistic ETD window. Can your goods be ready in two weeks, or do you need four? This affects available sailing schedules and rates. Flexibility in your ETD window gives your forwarder more options and may help you secure better rates.
Volume and Weight
Specify the exact quantity of cargo in cubic meters (or pallets) and total weight in kilograms or metric tons. This determines whether a 20-foot or 40-foot high-cube (RH) container suits your shipment. A 40' RH is standard for most export lanes because it maximizes capacity, but dense or heavy cargo sometimes requires a 20-footer. Ensure your pallet pattern aligns with the container's interior dimensions to maintain proper airflow around cargo.
Power Requirements During Drayage
Will your cargo need continuous power from your facility to the port? If loading takes time or if your warehouse lacks adequate power supply, your reefer unit must remain connected to external power. Specify this requirement so your logistics partner can arrange genset support during inland trucking and at the terminal.
Step 2: Booking Reefer Containers from China, Timing and Advance Planning
Timing is everything in reefer shipping, and this is where many first-time importers stumble.
Off-Peak (November–July): Book 2–4 Weeks Ahead
Outside peak season, booking 2–4 weeks before your desired ETD is sufficient. Capacity is available, rates are stable, and your forwarder has time to arrange pre-cooling and confirm details.
Peak Season (August–October): Book 6–8 Weeks Ahead
During peak season, reefer availability tightens considerably. Aim for 6–8 weeks advance notice, or 10–12 weeks if possible. Late inquiries often receive "no availability" responses.
Pre-CNY Surge (Late December–Mid-January): Plan Early
Chinese factories close around Chinese New Year. To maintain Q1 inventory, importers rush shipments before the holiday, creating a secondary peak. Start conversations with your forwarder in October.
Step 3: Choose Between 20' and 40' High-Cube Containers
Size selection sounds simple but requires thoughtful analysis of your cargo.
The 40' High-Cube Standard
The 40'RH (40-foot high-cube refrigerated) container is the industry standard for most export lanes from China. It offers significantly more volume than a 20-footer and is the preferred choice when cargo cube and weight allow it.
A 40'RH holds approximately 33–34 pallets (depending on pallet configuration), making it the most economical per unit volume.
When to Choose a 20-Footer
Use a 20-foot reefer when your cargo is either exceptionally dense (heavy per unit volume) or your shipment is genuinely small. If you're shipping, for example, 6 pallets of dense specialty cheese or 8 pallets of pharmaceutical products, forcing these into a 40'RH wastes space and money.
Similarly, if your cargo fits into 6–10 pallets and won't fill a 40'RH, a 20-footer makes economic sense. However, understand that 20-foot reefers typically cost 50–70% of the 40'RH rate, not 50% the price. The per-unit cost is higher.
Airflow and Pallet Configuration
Regardless of size, how you plan to arrange your pallets within the container is critical. If you over-pack, block vents, or create a dense stack with no air gaps, temperature variation occurs. The container's sensors may show -18°C, but the center of your stack could be at -10°C or colder, depending on density and airflow obstruction. When booking, confirm with your forwarder that your pallet stacking plan allows proper circulation. Many experienced logistics providers create pallet maps showing exactly how cargo should be loaded.
Step 4: Understand Temperature Precision and Control
Modern reefer containers deliver impressive temperature precision, but only under the right conditions.
What to Expect: ±0.5°C Tolerance
Premium units (Carrier, Thermo King, Daikin) maintain setpoints within ±0.5°C when containers are correctly loaded, properly ventilated, and powered consistently. This assumes adequate pre-cooling, proper airflow, and no mechanical failures.
Pre-Cooling: Critical First Step
Empty containers must be pre-cooled to target temperature before cargo loading. If warm cargo enters a -18°C container, the unit must pull down temperature rapidly, causing swings. Pre-cooling takes 30–60 minutes at your facility.
Power Continuity
Your reefer is only as good as its power supply. During drayage, the genset must run continuously. At the terminal, plug into shore power before vessel loading. Once aboard, the ship provides electrical power. Any power interruption raises cargo temperature; even a few hours can damage sensitive products.
Step 5: Evaluate the Need for Controlled Atmosphere (CA)
Controlled Atmosphere reefers represent a significant step up in technology and cost, and they're absolutely essential for certain shipments.
When CA Is Necessary
Controlled atmosphere is critical for high-respiration produce and voyages exceeding 20 days. Fresh avocados, berries, stone fruit, and tropical produce respire continuously, they consume oxygen and emit ethylene gas, which accelerates ripening. If you're shipping these products to distant markets (say, from China to Europe, a 35+ day voyage), standard cooling alone will not suffice. Your berries will ripen, over-soften, and arrive at destination in poor condition.
CA containers monitor and control oxygen, CO₂, and ethylene levels, dramatically slowing the ripening process. An avocado that would ripen in a standard reefer within 20 days may remain firm for 35+ days in a CA container. The extended shelf life protects your product and your margins.
Cost-Benefit Analysis
CA systems add 20–30% to container rental costs and require specialized handling at terminals. They're only cost-justified for high-value produce on long voyages. A short voyage (under 10 days) to a nearby market doesn't justify CA costs.
Step 6: Secure Your Booking and Confirm All Details
Once you've gathered information and decided on timing and container type, work with your freight forwarder or directly with a shipping line to secure your booking.
Booking Confirmation Documents
Request a formal booking confirmation that specifies:
Container type (e.g., 40' HC Reefer, CA-equipped if applicable)
Setpoint temperature and ventilation settings
Vessel name and estimated sailing date
Port pair and routing
Booking reference number
Cut-off dates for cargo delivery to terminal, shipping instructions (SI), and VGM (verified gross mass)
Cut-Off Dates Matter
Pay close attention to cut-off dates. The booking cut-off is the deadline by which your booking must be confirmed; miss it, and the space may be released. The cargo delivery cut-off is when your container must arrive at the terminal. The SI (shipping instruction) cut-off is your final opportunity to make changes to bill of lading details. The VGM cut-off is when you must provide the container's verified gross mass. Missing any of these deadlines can delay or cancel your shipment.
Step 7: Arrange Pre-Cooling and Terminal Services
With your booking confirmed, coordinate pre-cooling and terminal logistics.
Terminal Pre-Cooling
Contact the terminal operator to confirm that pre-cooling services are available on your booking date. This is usually provided by the terminal or by your freight forwarder's equipment partners. Pre-cooling should occur in a dedicated facility with power and adequate time for temperature stabilization.
Genset Rental for Drayage
If your facility cannot provide continuous power to the reefer during inland transport, arrange a genset with your freight forwarder or trucking company. Gensets are rented on a daily basis, and costs vary by region and duration. Budget for 1–2 days of genset rental to cover loading time and trucking to the port.
Plug-In Fees at Terminal
Most ports charge reefer plug-in fees, essentially a daily or per-ship charge for providing shore power while your container waits at the terminal. These fees vary widely (typically $5–$15 USD per day) but accumulate during port dwell. Request an estimate from the terminal. If port dwell is expected to exceed 5 days, consider whether alternative ports might reduce your total cost.
Step 8: Prepare Documentation
Proper documentation is non-negotiable for smooth clearance and to provide evidence of cold chain compliance if disputes arise.
Core Documentation
All reefer shipments require:
Bill of Lading (B/L) or Air Waybill (AWB), clearly showing container number and reefer setpoint temperature
Commercial Invoice, detailing product, quantity, and unit value
Packing List, showing how cargo is arranged (essential for terminal inspection and damage assessment)
Certificate of Origin, required by most destination countries
Certificate of Analysis (if applicable), certifying product quality or freshness at loading
Product-Specific Certifications
Depending on your commodity, additional documents may be mandatory:
Phytosanitary Certificate, required for fresh produce exports (issued by Chinese agricultural authorities)
Health/Sanitary Certificate, often required for seafood and dairy
Veterinary Certificate, for certain meat and animal products
Pharmaceutical Certificates or GDP (Good Distribution Practice) documentation, for medical/biotech cargo
Failing to include required certificates can result in cargo seizure or quarantine at destination.
Temperature Logs and Data Logger Records
This is critical: independent temperature data loggers should be placed inside your pallets at loading and retrieved at unloading. These loggers record temperature readings every 15–30 minutes throughout the voyage and provide concrete evidence of cold chain integrity.
If a dispute arises (e.g., your buyer claims cargo arrived warm), these logs are your defense. Without them, you have only the carrier's RCM (Remote Container Management) telemetry, which shows the container was set to the correct temperature, but doesn't prove cargo was maintained at that temperature due to potential airflow problems.
Step 9: Monitor Cargo in Transit and Plan Destination Coordination
Modern reefers offer unprecedented visibility into shipment status.
Remote Container Management (RCM) Systems
Major carriers now provide real-time RCM monitoring. As an importer, you typically receive login credentials to view your shipment's status in real time. This transparency is invaluable for detecting issues before cargo arrives (e.g., if the door was opened at an unscheduled stop or if temperature drifted).
However, remember that RCM data shows the container's setpoint and sensors, it doesn't confirm your cargo reached that temperature if airflow was compromised. This is why independent loggers matter.
Destination Port Dwell and Plug-In Planning
Plan your unloading logistics well before cargo arrives at destination. Confirm that:
The terminal has available plug-in capacity when your vessel arrives
Your inland truck/warehouse is ready to receive the container with continuous power
All customs documentation is pre-cleared to minimize dwell time
Extended port dwell, especially in warm climates, can degrade even well-managed cargo. Every day in the sun at 30°C costs money and risks quality loss.
Frequently Asked Questions
Q: How far in advance should I book?
Off-peak: 2–4 weeks. Peak season (Aug–Oct, pre-CNY): 6–8 weeks.
Q: Can I ship perishables as LCL?
No. LCL combines cargo with conflicting setpoints and ventilation, creating quality and liability risks. Ship FCL or use air freight for small volumes.
Q: What temperature precision can I expect?
±0.5°C with correct loading, pre-cooling, and continuous power.
Q: Do I need Controlled Atmosphere?
Only for high-respiration products on voyages over 20 days. Standard cooling suffices for short voyages or low-respiration items.
Q: How do I prove cold chain integrity if cargo arrives damaged?
Use independent temperature loggers inside pallets. These provide time-stamped records serving as definitive evidence in disputes.
Supporting Your Cold Chain Success
At Gerudo Logistics, we understand that booking a reefer container is just the beginning. Our freight forwarding team in China specializes in cold chain logistics from origin to destination, handling everything from pre-cooling coordination and independent logger placement to customs compliance and final-mile warehouse delivery.
We work with major carriers, Maersk, MSC, CMA CGM, and others, to secure reliable capacity even during tight peak seasons. Our role is to ensure every detail aligns: the right temperature, continuous power, proper documentation, and real-time visibility. When you partner with an experienced logistics provider, the reefer booking process becomes a smooth, predictable part of your supply chain rather than a source of stress.
Contact our logistic specialist to discuss your specific cold chain requirements and discover how we can streamline your China-to-worldwide reefer shipments.
Conclusion
Booking a reefer container from China is a specialized skill, but it's not mysterious. By gathering the right information upfront, booking at the correct time, choosing appropriate container specifications, and coordinating every link of the cold chain, you protect your cargo and your margins.
Whether you're shipping fresh avocados to Europe, frozen seafood to North America, or pharmaceuticals to Asia, the fundamentals remain the same: precise temperature control, continuous power, proper airflow, independent verification, and flawless documentation.
The investment you make in planning and coordination at the booking stage pays dividends in successful arrivals, reduced claims, and repeat business. Start your next reefer shipment with a clear booking strategy, work with partners who understand cold chain logistics, and monitor your cargo in real time. Your customers will notice the difference, and so will your bottom line.
