Key takeaways

• Choose between active cooling containers and passive insulated packaging based on your cargo’s sensitivity and transit time.
• Ensure all commercial invoices and agency permits are ready before departure to prevent customs holds at Canadian airports.
• Recognise that dry ice and certain chemical coolants are classified as hazardous goods, requiring specific IATA declarations and labelling.
• Work with a freight forwarder that handles door-to-door cold-chain logistics to maintain temperature integrity across all transit legs.

What is temperature-controlled air freight?

Temperature-controlled air freight is a highly specialised logistics service designed to transport goods that require a strict, stable climate environment. Unlike general cargo, which is exposed to the ambient temperatures of airport tarmacs and cargo holds, temperature-sensitive shipments are managed through a meticulously planned cold chain. This ensures that the internal temperature of the cargo remains within a specific range, whether that is deep frozen, standard frozen, chilled, or a controlled room temperature.

This type of shipping is critical for a variety of industries. Importers bringing in high-value pharmaceuticals, specialised medical equipment, perishable food ingredients, and sensitive cosmetics rely on climate control to maintain product efficacy and safety. Because temperature fluctuations can ruin an entire shipment, working with an experienced logistics provider is essential. When you book air freight services, the forwarder coordinates with IATA-compliant airlines that have the infrastructure to handle and store temperature-sensitive goods properly during transit.

How should you pack cold-chain goods for air shipping?

Proper packing is the first and most crucial line of defence against temperature excursions. The environment inside an aircraft cargo hold can fluctuate significantly, and shipments may be exposed to extreme weather during loading and unloading on the tarmac. Your packaging must act as a robust thermal barrier.

For passive cooling systems, shippers typically use insulated boxes made from expanded polystyrene (EPS) or more advanced vacuum insulated panels (VIPs). These outer containers are then lined with coolants such as gel packs, phase change materials (PCMs), or dry ice, depending on the required temperature range. PCMs are highly effective because they can be engineered to maintain a very specific temperature for extended periods, making them ideal for high-value cargo that cannot risk freezing or overheating.

If your shipment requires deep freezing, dry ice is the standard coolant. However, it is important to understand that dry ice sublimates, turning from a solid directly into carbon dioxide gas. Packaging for dry ice must never be completely airtight; it requires venting to allow the gas to escape and prevent the container from rupturing under pressure. Because of this gas release, airlines classify dry ice as a hazardous material, meaning your shipment must feature specific dangerous goods labelling and precise documentation detailing the exact weight of the dry ice included.

Active vs. passive cooling: Which is right for your cargo?

When arranging temperature-controlled air freight, you will generally choose between active and passive cooling solutions. The right choice depends on the value of your goods, the required temperature stability, and the total transit time.

Active containers act like portable refrigerators. They are plugged in at the warehouse, rely on heavy-duty batteries during the flight, and are plugged in again once they reach the destination airport facility. This makes them exceptionally reliable for critical shipments. Passive systems, while simpler, require careful calculation of transit times to ensure the coolants do not expire before the cargo reaches its final destination in Canada.

What documents do you need to clear temperature-sensitive goods through Canada Customs?

Customs delays are the biggest threat to temperature-sensitive cargo. Even the best active container or passive packaging will eventually fail if a shipment is held up for days awaiting clearance. To prevent this, your paperwork must be flawless and submitted well in advance of the flight’s arrival.

At a minimum, you will need a highly detailed commercial invoice, a packing list, and a certificate of origin. For temperature-controlled goods, the commercial invoice should clearly state the nature of the products, their intended use, and their value. However, because most cold-chain cargo involves food, supplements, or medical items, you will likely need additional permits or licences. For example, food products may require clearance from the Canadian Food Inspection Agency (CFIA), while medical goods might require Health Canada documentation.

It is strongly recommended to work with a professional customs brokerage team to pre-clear your goods. By classifying your items with the correct HS codes and submitting the paperwork before the aircraft lands, brokers can facilitate a rapid release. Always confirm current regulatory requirements and permit necessities directly with the Canada Border Services Agency (CBSA) or consult with our customs team to ensure compliance.

How to mitigate risks and protect high-value cargo?

Even with meticulous planning, international air freight can experience unexpected delays due to severe weather, rerouted flights, or sudden airport congestion. Protecting your high-value, temperature-controlled cargo requires a proactive approach and a solid contingency plan.

First, always include temperature monitoring devices or data loggers inside your packaging. These devices record the internal temperature throughout the journey, providing a clear audit trail. If a temperature excursion occurs, this data is essential for determining if the goods are still safe to use or sell, and it serves as vital evidence if you need to file a claim.

Second, ensure your logistics provider has a plan for ground transport. The cold chain must not break once the cargo leaves the airport. Soleil Transportation arranges prompt pickup and delivery at airports using temperature-controlled ground vehicles, ensuring a seamless door-to-door transition.

Finally, consider protecting your financial investment. Standard carrier liability is notoriously low and often does not adequately cover high-value goods or temperature-related spoilage. We highly recommend adding optional cargo insurance to your shipment. An all-risk, customised policy can provide comprehensive coverage, offering peace of mind in the event of unforeseen transit issues.

Frequently asked questions

Can I ship frozen goods and ambient goods in the same shipment?

Yes, but they must be managed carefully. They can be packed in separate insulated passive containers within the same consignment, or booked under different temperature zones if using specialised active multi-temperature containers. Your forwarder will ensure each item is treated according to its specific climate requirements.

Does standard cargo insurance cover temperature excursions?

Not typically by default. Standard carrier liability provides minimal coverage. To protect against spoilage caused by temperature fluctuations or delays, you need a customised all-risk policy that explicitly includes temperature excursions. This coverage is optional and can be added upon request.

Are dry ice shipments considered dangerous goods?

Yes. Because dry ice releases carbon dioxide gas as it sublimates, it is classified as a hazardous material under IATA regulations. Shipments containing dry ice require specific venting in the packaging, dangerous goods labelling, and accurate declarations of the dry ice weight.

How can I avoid customs delays for perishable items?

The most effective way to avoid delays is to prepare and submit all required documentation, including commercial invoices and any necessary agency permits, before the cargo departs the origin country. Working closely with a customs broker ensures your paperwork is compliant and ready for fast processing upon arrival in Canada.

Contact Soleil Transportation

Ready to ship your temperature-sensitive cargo safely to Canada? Our team can help you navigate cold-chain logistics, proper packing, and customs compliance. Contact Soleil Transportation at +1 888-998-5199 or info@soleiltransportation.com, or request a quote at our contact page.

Items you can never ship to Canada

When you ship to Canada, some items are banned on every route, and they cannot go into your box under any circumstances:

• Drugs and stimulants: Narcotics and psychotropic substances are completely prohibited under the laws of both countries.
• Cash: Banknotes, coins and any documents with a cash-equivalent value may not be sent in personal or commercial parcels.
• Dangerous goods: Explosives, flammable items (such as gas aerosol cans, high-proof alcohol, lighters and nail polish), toxic chemicals, weapons and replica weapons.
• Cremated remains: Human or animal ashes cannot be sent as regular cargo.

If any of these items are deliberately mixed into a shipment, the parcel can be confiscated without compensation, and the sender may also face serious legal trouble with the authorities.

Restricted items that come with strict conditions

Unlike the prohibited list, restricted goods can still clear customs if you follow the current rules and prepare the right paperwork. These are the categories people get wrong most often:

Packaged food and agricultural products

Canada enforces very strict biosecurity controls to protect its native ecosystems. Products made from meat, eggs or dairy (such as beef jerky, pork floss, mooncakes with salted egg yolk and Chinese sausage) are almost always refused when sent as personal gifts or regular parcels. Dried seafood such as dried squid, dried shrimp and dried fish, as well as tea, coffee and cashews, must carry clear manufacturer labels listing the ingredients and the expiry date, and must show no sign of mould.

Electronics and lithium batteries

Lithium batteries (power banks, phone batteries, laptop batteries) are subject to very strict rules that vary by air route because of the fire risk in flight. Loose batteries are not allowed in your box. If you send a device with a built-in battery (such as a smartwatch or wireless earbuds), it must be fully switched off and packed with shock protection so it cannot switch on during transit.

Liquid and cream cosmetics

Lipstick, moisturiser, spray perfume and serums should be packed separately and wrapped in bubble wrap so they cannot leak onto other parcels. The volume of each bottle is usually capped, and products must not contain high-proof alcohol.

Important changes under the latest regulations

For small businesses and online shops selling across borders, keeping up with new rules is what keeps goods moving:

• Tighter certificate-of-origin rules from August 1: The rules on which authority accepts certificate-of-origin applications were tightened on August 1. If a business prepares its own origin documents and files them with the wrong office, its goods may run into confusion and clearance delays at the Canadian border, or even lose tariff preferences they are entitled to.
• New goods classification rules from July 30, 2026: Vietnam’s new rules on classifying export goods took effect on July 30, 2026. Shippers now have to assign codes and declare their goods in much more detail and much more accurately, so vague product names will no longer be accepted. Get into the habit of describing every item clearly and in English starting today.

These tighter rules show that cross-border trade is being regulated more and more closely. Clear invoices and documents that prove where your goods come from are the only way to make sure your shipment reaches your customers in Canada safely.

Smart packing and customs declaration tips

To avoid getting stuck at the border and to keep costs down while freight rates keep moving, use these tips when you ship to Canada:

• Be specific in your declaration: Instead of writing “gift” or “household items”, write exactly what is inside, for example “100% cotton handmade sweater” or “Dried green tea package”. This makes it easy for customs to check your parcel and clear it quickly.
• Use ePacket for small items: If you are only sending small gifts or light personal items under 2 kg, Soleil Transportation’s ePacket option is very affordable, starting at just $8.50 CAD per parcel.
• Fulfillment in Canada: If you run an online shop that sells to North America over the long term, sending every order separately from Vietnam gets expensive. Instead, you can ship your stock in bulk to our warehouse in Canada and use our fulfillment service (storage, packing and fast domestic delivery) from just $5 CAD per order. This shields you from spikes in international freight rates.
• Understand duties and packing: At Soleil Transportation, our two-way Vietnam–Canada air shipping service (7–14 days to Canada and 10–21 days back to Vietnam, about 7–12 business days on average) starts at a very competitive $16/kg. That price includes import duties, so the recipient in Canada doesn’t have to worry about extra charges when the parcel arrives at their door. Basic packing in a cardboard box is also free. Heavy or oversized parcels, or those that need a wooden pallet for protection, are charged a surcharge based on actual cost. Cargo insurance is not usually included in the standard rate, but we can help you buy extra coverage for high-value shipments.

How Soleil Transportation checks and accepts your shipment

To make sure your parcel is fully compliant before it flies, Soleil Transportation follows a strict but fast checking process:

1. Advice and classification: Just send us photos and a detailed list of the items you want to ship via Zalo, SMS or email.
2. Proper packing: Your goods are brought to our warehouse, where our staff reinforce them, wrap them in bubble wrap and pack them in a standard carton for free.
3. Customs declaration: Our specialists help you complete a detailed declaration and assign the correct classification codes so your goods clear customs as quickly as possible.
4. Shipment tracking: Once your parcel is in the air, you can track it online with your order or booking number. Status updates are sent by email, SMS or Zalo until the parcel is in the recipient’s hands.

Act now to protect your shipment

Don’t let small mistakes in your paperwork or packing hold up your delivery. Before you start packing, take five minutes to go through your item list against this guide.

If you are still unsure whether an item is restricted or needs a special permit, contact Soleil Transportation on +1 888-998-5199 or email the details to info@soleiltransportation.com and our team will check it for free. You can also bring your goods to our warehouse at 2446 Cawthra Road, B1U8, Mississauga, Ontario, Canada L5A 3K6, where our staff will advise you, sort your items and pack them properly on the spot. We accept bank transfer, credit card, Interac e-Transfer and cash, so shipping to Canada is as convenient as possible.

Why does it matter where you apply for a C/O for Canada from August 1?

From August 1, the authorities began reorganising and aligning which body may issue certificates of origin for each group of export goods. The change is meant to tighten control and prevent origin fraud, but it has made life harder for household businesses and e-commerce shop owners who are not used to complex paperwork.

If you file with the wrong office, you face two major risks:

• Rejected documents and missed flights: Redoing the paperwork can take weeks and delay deliveries to your customers in Canada.
• High duties from Canadian customs: When your goods arrive at a Canadian airport, if customs finds that the C/O was issued by the wrong authority or is invalid, they will refuse to apply the preferential rate under the trade agreement. Your shipment may be charged the much higher standard import duty, wiping out your price advantage.

How to find the right C/O office for Canada from August 1

To avoid confusion when preparing documents from August 1, first work out which group your goods belong to so you file at the right place.

Goods certified by the Ministry of Industry and Trade and its Import-Export Management Offices

Generally, consumer industrial goods, textiles, footwear and highly processed products exported to Canada under tariff preferences are certified by the regional Import-Export Management Offices of the Ministry of Industry and Trade (MOIT).

• How to tell: If your products are your own clothing designs, leather shoes or plastic household goods, register an account on the MOIT electronic certificate of origin system (eCoSys) first, then submit the paper file at the Import-Export Management Office where your business is registered.
• Note: A first-time application needs a very detailed explanation of the production process and invoices for the raw materials purchased.

Goods certified by the Vietnam Chamber of Commerce and Industry (VCCI)

For raw agricultural products, frozen or dried seafood, herbs, wooden handicrafts and goods that do not qualify for special tariff preferences (requiring only a standard Form B C/O), the issuing authority is VCCI and its local branches.

• How to tell: If you are sending tea, coffee, cashews or bamboo and rattan goods to a retail partner in Canada, prepare your file for the nearest VCCI office.
• Common mistake: Many shop owners assume that all agricultural products go to the MOIT, so their file sits for a week before they are told it cannot be accepted.

Document checklist for a smooth C/O application

To get your application assessed quickly without the officer asking for repeated corrections, prepare a clean set of documents including:

• Export customs declaration: Cleared and digitally signed.
• Commercial invoice: Must clearly show the product name, quantity, unit price and total value in USD or CAD.
• Packing list: A detailed description of how the goods are packed, with the net and gross weight of each package.
• Transport document: An air waybill proving the goods have been loaded.
• Proof of origin: Invoices for raw materials bought in Vietnam, import declarations for materials (if any), or an origin declaration from the Vietnamese manufacturer.

Remember that the information on all of these documents must match word for word. A single discrepancy in weight between the customs declaration and the packing list is enough to have your C/O application returned immediately.

Shipping to Canada without the customs headaches

For a small shop owner, handling the C/O, customs declarations and proof of origin yourself is a heavy burden in both time and money. Instead of struggling with the rule changes from August 1, many shops now send their goods through specialist Vietnam–Canada carriers such as Soleil Transportation.

Soleil Transportation offers flexible service options designed around what sellers need:

• Direct Vietnam–Canada air service: Door delivery from just $16/kg. This price includes all import duties and customs clearance in Canada. Just drop your goods at our Vietnam warehouse and our professional team handles the rest, so you don’t need to worry about a C/O or complex paperwork.
• ePacket: The ideal option for small parcels, gifts and e-commerce orders, from just $8.50 CAD per parcel. Average transit time is 7–12 business days, so you keep your reputation with your customers in Canada.
• Fulfillment in Canada: Storage, packing and domestic delivery in Canada from just $5 CAD per order. Send your stock in bulk to our warehouse in Mississauga, Ontario, then focus on selling while we pack and ship quickly to your customers in Canada and the US.

Every parcel shipped with Soleil Transportation is packed in a basic carton for free and comes with a clear online tracking number. You can check your order’s progress by email, SMS or Zalo at any time.

Before shipping, review your product list to make sure nothing breaks the prohibited-goods rules of either country. For detailed advice on declaring your goods and choosing the most economical service, contact Soleil Transportation on +1 888-998-5199 or email your shipment details to info@soleiltransportation.com. Our team at the warehouse at 2446 Cawthra Road, B1U8, Mississauga, Ontario is always ready to help your goods clear customs safely and quickly.