Best Practices for Shipping in the Summer Heat

As the summer season approaches, ensuring the safe shipment of wine becomes crucial, as high temperatures can negatively impact the quality of the wine. To help wineries, retailers, and wine bars navigate the challenges of shipping wine during hot weather, we’ve compiled a list of valuable tips and best practices for maintaining wine quality and preventing heat-related damage.

Select appropriate shipping methods

Choosing the right shipping method is vital to safeguarding your wine during hot weather. Consider the following options:

Expedited Shipping: Encourage customers to select 2-day or next-day shipping to minimize the time your wine spends in transit. 

Tip: Speak with your shipping provider and see if you can negotiate rates for expedited shipping for the summer months. 

Cold Chain Shipping: Explore cold chain shipping services that specialize in temperature-controlled transportation to ensure optimal conditions for your wine throughout the journey. While this isn’t available in all areas, it may be worth considering for certain regions.

  Time Shipments Carefully

Planning the timing of your shipments is crucial during the summer months. Here are some recommendations:

Monitor Weather Forecasts: Stay informed about weather conditions along the shipping route and at the destination to anticipate potential heat waves or extreme temperatures. Use a forecasting map like NOAA’s national temperature map to see the weather across the shipment’s entire route.

Ship Early in the Week: Arrange shipments at the beginning of the week to minimize the time wine spends in transit and reduce the likelihood of weekend delays. Shipments may be subject to extended delays over weekends, increasing the risk of prolonged exposure to high temperatures.

  Use Protective Packaging

Proper packaging plays a significant role in safeguarding wine from heat-related damage. Consider the following packaging tips:

Thermal Packaging: Use insulated shipping boxes or thermal shipping sleeves to maintain a consistent temperature during transportation.

Ice Packs or Gel Packs: Include ice packs or gel packs to provide additional cooling. However, ensure they are properly secured and won’t come into direct contact with the wine bottles.

Styrofoam Shippers: Utilize Styrofoam wine shippers that provide insulation against temperature fluctuations. Make sure the bottles fit snugly inside to prevent movement during transit.

Coordinate and Communicate With Your Customers

Communication with the recipient is essential to ensure a successful delivery. Advise them to:

Track Shipments: Encourage recipients to track the progress of their shipment online so they can anticipate its arrival and make necessary arrangements to accept the package promptly.

Provide Alternative Delivery Instructions: Offer the option for the recipient to provide alternative delivery instructions, such as holding the package at a local pickup location or rescheduling delivery for a cooler day.

-If your facility allows, offer to hold the shipment until you determine a “safe shipping window”. Your customer will appreciate your dedication to providing excellent customer service and ensuring their wine is delivered safely.

Consider Local Pickup or Temperature-Controlled Storage:

In extreme cases, it may be best to avoid shipping altogether and offer alternative options. Explore these alternatives:

Local Pickup: Encourage customers to pick up their wine directly from the winery or a designated location to ensure they receive it in optimal condition.

Temperature-Controlled Storage: Offer temperature-controlled storage options for customers who wish to delay shipping until cooler weather prevails. This ensures the wine is stored in optimal conditions until it can be safely shipped.

Shipping wine during the summer months requires careful planning and consideration to protect the quality of the wines. By selecting appropriate shipping methods, timing shipments strategically, employing protective packaging, coordinating with recipients, and offering alternative options when necessary, wineries can mitigate the risks associated with high temperatures. Remember, ensuring wine arrives in pristine condition will enhance customer satisfaction and preserve the integrity of your brand. Cheers!