Shipping and Receiving Peptides: Temperature Control and Inspection

The journey a peptide takes from manufacturer to your laboratory bench is one of the most vulnerable links in the quality chain. Temperature excursions during shipping, rough handling, delayed deliveries, and improper packaging can all compromise peptide integrity before you even open the box. As a laboratory manager, I have seen too many researchers lose valuable compounds — and more importantly, valuable time — because of shipping-related damage that was either preventable or not caught during receiving.

This guide provides a systematic approach to managing peptide shipments, from choosing shipping conditions to performing thorough inspections upon arrival.

Understanding Cold Chain Requirements

Lyophilized Peptides

The good news is that most lyophilized (freeze-dried) peptides are reasonably stable during short-term shipping, even at ambient temperatures. Lyophilization removes water, which dramatically slows hydrolytic and deamidation reactions. However, this does not mean cold chain is unnecessary:

• Standard shipping (ambient, 2–3 days): Acceptable for most lyophilized peptides during cooler months, provided the peptide does not contain highly oxidation-sensitive residues
• Cold pack shipping (2–8°C): Recommended for routine shipments, particularly in warm weather. Gel packs or cold packs maintain temperature for 24–48 hours in insulated packaging
• Dry ice shipping (-78°C): Recommended for oxidation-sensitive peptides, peptides with free cysteine residues, and shipments expected to be in transit for more than 48 hours

Peptides in Solution

Peptides shipped in solution (reconstituted, dissolved in buffer, or in DMSO) require more stringent temperature control:

• Must be shipped on dry ice or with sufficient cold packs to maintain 2–8°C throughout transit
• Should not be shipped on Fridays or before holidays to avoid weekend delays
• Should include temperature indicators or data loggers for critical shipments
• Must be properly sealed to prevent leakage or spills during transit

Seasonal Considerations

Before the Shipment: Planning and Communication

Supplier Communication

Before placing your order, clarify the following with your supplier:

• What packaging and shipping method will be used?
• Will temperature indicators be included?
• Can you specify the ship date to ensure someone will be available to receive?
• What is their policy if the shipment arrives damaged or with evidence of temperature excursion?
• Will tracking information be provided?

Internal Preparation

Prepare your laboratory for the incoming shipment:

• Ensure someone is designated to receive the package on the expected delivery date
• Confirm that appropriate storage space is available (freezer space at -20°C or -80°C)
• Prepare your receiving inspection checklist and have it readily accessible
• Clear your receiving area so inspection can be performed promptly

Receiving Inspection Protocol

Upon receiving a peptide shipment, perform the following inspection within 30 minutes of arrival. Document every step.

Step 1: External Package Assessment

• Check for visible damage to the outer shipping container (crushed corners, wet spots, punctures)
• Note the delivery date and time, and compare to the ship date on the tracking information
• If a temperature indicator is affixed to the exterior, check it immediately before opening
• Photograph any damage before opening

Step 2: Internal Packaging Evaluation

• Open the outer container and assess the insulating materials
• If dry ice was used, note whether any dry ice remains. Absence of residual dry ice after overnight shipping may indicate a temperature excursion
• If gel packs were used, note whether they are still cold/frozen or have fully thawed
• Check any internal temperature indicators or data loggers
• Assess the inner packaging for moisture, condensation, or signs of thawing and refreezing

Step 3: Product Container Inspection

• Examine each vial or container for cracks, broken seals, or damage
• Check that labels are intact and legible
• Verify the product name, lot number, and quantity against your purchase order
• For lyophilized peptides, note the appearance of the powder (should be a well-formed cake or loose powder; not a wet or sticky mass)
• For solution-state peptides, check for clarity, color changes, or particulate matter

Step 4: Documentation Review

• Verify that a Certificate of Analysis (COA) is included for each product
• Confirm that the lot number on the COA matches the lot number on the vial
• Review the COA for completeness (HPLC data, MS data, purity values, appearance)
• Check that Safety Data Sheets (SDS) are included or accessible
• File all documentation according to your laboratory's record-keeping procedures

Step 5: Immediate Storage

• Transfer products to their designated storage location immediately after inspection
• Record the storage location, date received, and lot number in your inventory system
• Do not leave peptides at room temperature while completing paperwork

Recognizing Signs of Shipping Damage

Visual Indicators of Thermal Compromise

Less Obvious Indicators

Some shipping damage is not visually apparent. Consider these scenarios:

• Transit time exceeding expectations: A 2-day shipment that took 5 days may have experienced temperature excursions even if the package looks normal upon arrival
• Delivery to the wrong location: If the package sat in a loading dock, mailroom, or outdoor delivery area for extended periods, it may have been exposed to uncontrolled temperatures
• Weekend or holiday delivery: Packages delivered when no one is available to receive them may sit in non-climate-controlled areas

What to Do When You Suspect Damage

• Document everything: Photograph the package, contents, temperature indicators, and any visible damage before disturbing the materials
• Contact the supplier immediately: Report the issue with your documentation. Most reputable suppliers will replace compromised shipments at no charge
• Retain the original packaging and temperature indicators: The supplier or carrier may need these for their investigation
• If in doubt, test before use: Run a quick HPLC or MS analysis on a small aliquot and compare to the COA values. Significant differences in purity or the appearance of new peaks indicate degradation
• Do not assume it is fine: The cost of a delayed experiment due to degraded reagents far exceeds the cost of requesting a replacement or performing a verification test

Establishing a Receiving SOP

For laboratories that regularly receive peptide shipments, creating a formal Standard Operating Procedure (SOP) for receiving is highly recommended. Your SOP should include:

• Designated personnel responsible for receiving
• Maximum time from delivery to inspection (we recommend 30 minutes)
• A standardized checklist matching the steps outlined above
• A form for recording inspection results, with fields for date, time, conditions, and any deviations
• Criteria for acceptance, conditional acceptance (with testing), and rejection
• Escalation procedures for damaged or suspect shipments
• Retention periods for receiving records

Lab tip: Post your receiving checklist at the delivery receiving area, not just in the lab. The person who first handles the package may not be a scientist — they need clear, simple instructions on where the package should go and how quickly it needs to get there.

Frequently Asked Questions

Do lyophilized peptides need to be shipped on dry ice?

Not always. Lyophilized peptides are generally stable at ambient temperature for short shipping durations (1–2 days) during cooler months. However, dry ice shipping is recommended during summer months, for transit times exceeding 48 hours, for peptides containing oxidation-sensitive residues (Met, Cys, Trp), and for high-value or irreplaceable compounds. When in doubt, request cold chain shipping — the additional cost is minimal compared to the value of the peptide.

What should I do if my peptide arrives with no dry ice remaining?

The absence of dry ice does not necessarily mean the peptide was compromised. Dry ice sublimates continuously and may be fully consumed during normal transit. Check for temperature indicators if included, assess the lyophilized cake appearance (should still be dry and well-formed), and note whether gel packs are still cold. If the peptide appears normal and was in transit for less than 48 hours, it is likely acceptable. For high-value compounds, consider running a verification HPLC or MS before committing to a major experiment.

Can I refuse a peptide shipment that appears damaged?

Yes. If outer packaging is visibly damaged, you can refuse delivery and note the reason. However, it is usually more productive to accept the delivery, document the damage thoroughly with photographs, and contact both the supplier and carrier immediately. Most suppliers have damage claim processes and will reship at no charge. Refusing delivery can sometimes complicate the claims process.

How do temperature indicators work in peptide shipments?

Chemical temperature indicators change color irreversibly when a threshold temperature is exceeded. For example, a \"warm\" indicator turns red if the temperature rises above 8°C, while a \"freeze\" indicator activates if the temperature drops below 0°C. Electronic data loggers continuously record temperature throughout transit and can be downloaded upon receipt to show the complete temperature profile. If your supplier does not include indicators, you can request them or purchase your own to include with the return authorization if needed.