#ColdChainShipping

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How We Handle Pharma Cold-Chain Shipments End-to-End

By G. JEEVAN RAOSAHIB

Transporting pharmaceuticals is not like moving furniture or electronics. The stakes are higher, the margins for error tighter. And when temperature control enters the picture, every degree matters. Literally.

I remember one of our earliest pharma cold-chain shipments at Indelox Service Private Limited. It was a biologic drug—sensitive to temperature shifts as small as 2°C. We were tasked with moving it from a facility in Hyderabad to a hospital in Dubai, end-to-end. What followed was a lesson in precision, communication, and contingency planning. Since then, we’ve fine-tuned a process that we now apply across all pharma cold-chain logistics we handle.

It’s not magic. But it is meticulous.

Understanding the Product First

Not all pharmaceuticals require refrigeration, but when they do, they demand clarity. So our process begins not with packing, but with listening.

We sit down with the client’s quality and regulatory teams. What is the exact temperature band—2–8°C? 15–25°C? Frozen? What are the critical stability points? How long can the product tolerate excursions? Is the packaging pre-qualified? Are there stability studies we should see?

No two products are identical. Even a minor difference in formulation can change how it must be handled. We don’t assume. We ask.

Pre-Planning: Routes, Partners, and Timing

Once we know the product profile, we map the route—not just by geography, but by risk. Airports, customs, road transfers, weekends, public holidays. We factor it all in.

Then we identify cold-chain capable carriers, handling agents, and lane-tested partners. If even one link in the chain lacks proper cold storage or SOPs for pharma cargo, we look elsewhere. We've walked away from seemingly lucrative contracts simply because the risk didn’t justify the reward.

For a recent vaccine shipment from India to East Africa, we chose a route with a longer flight time but fewer handovers—reducing the risk of temperature excursions. It wasn’t the fastest way. But it was the safest.

Packaging: It Begins with the Box

We’re strong believers in passive packaging for many shipments. These are insulated boxes with phase change materials (PCM) or dry ice that maintain temperature without an external power source.

But not all passive solutions are created equal. We only use pre-qualified packaging, validated for the duration and route in question. Some shipments require active containers (powered units with refrigeration), especially for bulk movements or long transits.

We test-run packaging under simulated conditions, using temperature probes to validate duration. A shipment labeled “72-hour hold” needs to hold for 80+ in our books. Because delays happen.

Data Logging: Proof and Peace of Mind

Every pharma cold-chain shipment we handle includes real-time GPS and temperature monitoring. These aren’t just for the client. They’re for us too.

We monitor temperature data from our control tower. If an alert triggers—say, a container’s internal temp hits 9°C—we act. Sometimes it’s a warehouse reroute. Sometimes, a rapid customs intervention. Sometimes, just a call to a driver sitting too long under the sun.

A few months ago, we had a shipment headed to Europe flagged at an airport tarmac in the Middle East. The crate was sitting in direct sunlight longer than planned. Our monitoring platform picked up the spike. We triggered an on-ground move via our local agent—and prevented a full load loss.

Every alert doesn’t lead to disaster. But the ones we ignore do.

Customs Clearance: Cold Doesn’t Wait

Clearing pharma cargo isn’t like clearing textile goods. Many cold-chain shipments are shipped under time-sensitive import permits. Some need pre-inspection. Others face random customs exams that can add hours of delay.

That’s why we prepare documentation down to the last comma. Certificates of analysis. Temperature logs. Product information sheets. Importer registration. And more.

We also proactively notify customs brokers in the receiving country—whether it’s Ghana, the UAE, or the EU. Because a customs officer working on a Friday afternoon needs more than documents—they need context. We provide both.

Last-Mile Delivery: The Final 5%

The product’s made it through multiple airports, warehouses, and inspections—but the job isn’t over.

Final-mile cold-chain delivery requires trained staff, temperature-controlled vehicles, and, in many cases, delivery to hospitals, pharmacies, or research labs that don’t operate on logistics schedules.

We once delivered a clinical trial drug to a research center in northern India—after hours, during monsoon rains, in a van that had to be re-routed because of flooding. But the cargo arrived, temperature intact, within the protocol window.

Why? Because we had a driver trained not just in routing, but in responsibility.

Audit Trails and SOP Reviews

Every shipment ends with a report—not just a “Proof of Delivery,” but a post-mortem. Did we stay within temperature limits? Were there alarms? What was the total time in transit? What lessons can we apply next time?

Pharma clients expect this. And frankly, we do too. Because the job isn’t just about one shipment. It’s about trust.

The Go Global Perspective

This year, Indelox Service Private Limited is proud to be a nominee for the 2025 Go Global Awards, being held in London on November 18–19. Hosted by the International Trade Council, the event gathers leaders across industries to share, learn, and connect.

Why mention that here?

Because pharma logistics, like global business, is built on collaboration. No one firm can claim to control every risk. But together—with regulators, manufacturers, carriers, and partners—we create a cold-chain ecosystem that actually works.

And when the product is life-saving, it’s not just logistics. It’s a responsibility.

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