Guidelines for Cold Storage Operation: 2026 Complete Process, Design Standards & Vietnam Market Outlook

Cold storage operation requires specialized processes distinct from ambient warehousing, demanding precise temperature control and strict compliance. With Vietnam’s sector booming to US$388 million in 2025, boasting 1.4 million pallets, 78 providers, and 26 cold trucking firms, opportunities are massive.

As capacity grows 10.5% toward 1.6 million pallets by 2029, this guide delivers the essential guidelines for cold storage operation to help you navigate this dynamic market.

“Cost advantages alone are not enough. Modern, efficient facilities allow better cost control in the long run.”

— John Campbell, Director of Industrial Services, Savills Vietnam

Source: Savills Japan, “Zooming in on Viet Nam’s Logistics Landscape,” September 2025

What Are the Essential Guidelines for Cold Storage Operation?

The essential guidelines for cold storage operation focus on managing extreme thermal demands, utilizing specialized equipment, and meeting strict quality regulations to protect perishable inventory.

Unlike standard warehouses, cold facilities must maintain distinct climate zones from deep freeze (-28°C) to chilled (2°C). This requires specialized inflatable dock seals, constant airflow management to prevent ice buildup, and continuous data logging for cold chain integrity. Workers need expensive insulated gear and mandatory warm-up breaks, which reduces active shift time and necessitates strict “freshest-in, first-out” throughput protocols.

• Specialized Fleet: Forklifts require heated cabs, cold-enduring batteries, and specialized lubricants for sub-zero environments.
• High-Density Storage: Mobile racking and automated systems (ASRS) maximize space to reduce cooling costs per unit.
• Power Dependency: Continuous energy supply is critical, requiring redundant backup generators to prevent catastrophic stock loss.

6-Step Process for Efficient Cold Storage Operation

Mastering the guidelines for cold storage operation requires following a strict, sequential process to ensure system stability and product safety. Below is our proven six-step approach to keeping your facility running smoothly.

Step 1: Check the System Before Activating

This is crucial when commencing operations of a new cold storage facility or reactivating one after a prolonged period of inactivity. The following procedures are required for system inspection:

• Open all shut-off valves on the liquid return line, liquid supply line, hot gas supply line, and defrost water drain line
• Turn off the liquid supply and defrost switches at the evaporators
• Switch on all circuit breakers for the power supply, evaporators, and control power

Step 2: Refrigeration System Preparation and Activation

A cold storage operator must thoroughly inspect and ensure that the compressor is working. In case the compressor is liquid-pump driven, it should be assured that this component is functioning.

Cooling preparation process before transporting products into the warehouse

During this step, two essential actions are required:

• Turn on the switch to activate the compressor and evaporators
• The indicator light for the compressor must be turned on and activated in suction mode

Step 3: Goods Arrangement and Airflow Management

Proper arrangement of goods is essential for maintaining consistent temperatures and operational efficiency:

• Do not stack goods above evaporator height or obstruct airflow
• Maintain aisle width for operator movement and forklift access
• Do not place goods beneath or behind evaporators
• Install thermal/air curtains for small warehouses with frequent goods transfer

Goods in cold storage should be scientifically arranged with adequate ventilation

Vietnam-specific consideration: Vietnam’s monsoon climate (May–October) creates additional condensation and humidity challenges when goods are frequently moved in/out of cold storage. Air curtains and vestibule design become particularly critical.

Step 4: Regular Defrost Cycles

This step simply requires turning the defrost switch to “ON” mode and switching it back to “OFF” once the defrosting process is complete.

Make sure to defrost the frost/ice regularly while operating cold storage

However, while defrosting, the following requirements must be adhered:

• Regularly check the level of frost/ice buildup on the evaporator coils and take timely measures to defrost/de-ice
• Warehouses with multiple evaporators should defrost each unit individually rather than all at once to minimise temperature loss within the warehouse
• It should be ensured that all frost/ice is completely defrosted

Step 5: Cleaning and Sanitation

Cleaning is important when operating cold storage to ensure the stability and efficiency of a warehouse’s operation. A low-pressure water spray is the preferred method for cleaning panels, as it effectively removes dirt and grime without damaging the surfaces.

Cold storage cleaning operations must adhere to proper technical procedures

The cleaning process involves the following steps:

• Shut down the refrigeration unit
• Apply a water spray
• Apply cleaning agent
• Rinse off the cleaning agent with water
• Apply a disinfectant
• Rinse the panel with water
• Dry the panel surface

Step 6: Maintenance Procedures for Cold Storage Facilities During Periods of Non-Use

There will be some cases where cold storage facilities are not in use for extended periods. Therefore, proper maintenance is required to prevent damage and prolong its lifespan:

• De-energise the warehouse
• Conduct a thorough cleaning of the cold storage unit
• Ventilate the warehouse by opening all doors
• Carry out routine maintenance on the refrigeration system

Cold storage facilities with periods of non-use must be properly maintained

Key Operational Considerations for Cold Storage

It is important to keep the following points in mind when operating a cold storage to ensure maximum preservation efficiency, safety, and cost-effectiveness.

• Maintaining the appropriate temperature for the specific type of goods stored to preserve product quality and minimise the risk of damage within the cold storage facility
• Prevent moisture or high humidity from accumulating to maintain product quality and prevent mold growth
• Worker safety should be prioritised by implementing a rotational shift system, which can help minimise the adverse health effects of prolonged exposure to freezing temperatures
• Strictly controlling information on incoming and outgoing goods, including product name, entry/exit times, and labels, is essential to prevent product backlog and streamline order processing
• A segregated entry and exit system should be designed to minimise heat loss within the facility
• Automation systems should be considered for cold storage operations to reduce labor costs and optimise operational performance
• Consider implementing supplementary freezing equipment to reduce product loss and enhance the profitability of cold storage operations
• Preparing strategy shortening the transportation time since the further the distance, the higher the risk of heat loss that directly affects good’s quality
• A contingency plan is essential to minimise losses from unexpected incidents
• Regularly updating cold warehouse’s operational status to deliver the optimal management and development solutions

Key points to remember when operating cold storage

Design Standards for Cold Storage Warehouses

Building an efficient facility requires adhering to strict design standards for cold storage warehouses to prevent structural failures and energy loss. These standards encompass structural fundamentals, safety compliance, and specific local regulations.

Structural Design Fundamentals

Building a cold storage warehouse is an entirely different beast compared to standard logistics real estate. Every structural choice must defend the internal climate:

• Insulated Panel Specs: Polyisocyanurate (PIR) or polyurethane (PUR) sandwich panels form the standard envelope. When designing a chilled space (typically 0 to 8°C), we recommend 100 mm PIR panels, which deliver a thermal transmittance (U-value) of about 0.21 W/m²K. For deep-freeze environments (-18°C to -28°C), you need to step up to 150–200 mm panels to handle the extreme delta.
• Vapour Control Layers (VCL): Moisture migration is your enemy. The VCL must sit precisely on the warm side (the exterior) of the insulation. Putting it in the wrong spot is the number one cause of hidden condensation and panel delamination.
• Floor Strategies: In sub-zero spaces, the ground beneath you can actually freeze and heave, cracking your concrete slab. You must either embed electric trace heating or glycol pipe loops into the floor, or elevate the slab over a ventilated void.
• Thermal Breaks: Any steel penetrating your insulated envelope, like column base plates or purlin brackets, will act as a highway for cold to escape. We fit these penetrations with neoprene or HDPE isolator pads to stop thermal bridging.

Safety and Compliance Considerations

Safety in a highly enclosed, cold environment requires layered, proactive planning. You must establish clear internal fire prevention and fighting (FPF) rules, post visible escape route diagrams, and strictly enforce “No Smoking” zones.

Strict adherence to cold storage design regulations is necessary to ensure product quality and worker safety

All electric handling equipment must be explosion-proof, with regular inspections of lightning protection and electrical systems.

Furthermore, modern facilities should integrate automatic fire alarm systems that transmit data directly to local specialized FPF databases for instant incident reporting.

Vietnam Market Specifications

Strategically, Ho Chi Minh City acts as the primary logistics anchor, while Hanoi and Da Nang serve as vital secondary nodes fueled by government investment.

Regulatory compliance here has sharply evolved. Cold storage operations for agro-exports must comply with QCVN 01-190:2020/BNNPTNT, the National Technical Regulation on Food Safety Conditions for Cold Storage Warehouses and Refrigerated Vehicles Used for Food Transport (Ministry of Agriculture and Rural Development, 2020), which sets mandatory temperature control, monitoring equipment, and operational standards.

To navigate this, FDI operators must align with several core legal frameworks, including the Law on Fire Prevention, Fighting, and Rescue 2024, Government Decree No. 105/2025/ND-CP for warehouse safety approvals, and the National Technical Regulation QCVN 06:2022/BXD for structural fire safety.

Vietnam Cold Storage Market: Why Site Selection Matters in 2026

Site selection in Vietnam’s cold storage market matters in 2026 because strategic positioning directly impacts supply chain speed, compliance ease, and long-term ROI. We are seeing a significant shift where operators look beyond basic real estate costs to find truly optimized logistical hubs.

Market Growth Drivers

Vietnam’s cold chain sector is valued at roughly USD 1.5 billion, fueled by several powerful tailwinds:

• Surging Domestic Demand: With a population surpassing 100 million and rapid urbanization, fresh produce consumption is climbing by about 16% annually. This demands vastly improved cold chain logistics to prevent spoilage.
• Agro-Export Expansion: The country is pushing toward $45 billion in agro-exports, aiming for 11% annual growth. Trade agreements like the EVFTA are opening doors to the U.S., EU, and Japan, but only if perishable goods arrive in pristine condition.
• Government Backing: The government has earmarked $1.6 billion for agricultural modernization and cold chain infrastructure, offering subsidies and tax incentives to operators willing to upgrade their temperature-controlled transport and storage capabilities.

Geographic Hotspots

When we look at the map, capacity is heavily concentrated in the south. Tay Ninh, Ho Chi Minh City, and Dong Nai hold the lion’s share of the nation’s cold storage footprint.

Major investments, like the 10,000-square-meter cold distribution center in Thu Duc City capable of moving 8,000 tons of goods, highlight how aggressively Ho Chi Minh City is scaling to meet demand.

What FDI Operators Are Asking For

Foreign investors entering Vietnam in 2026 are juggling four distinct regulatory layers: market access, food safety, fire prevention, and refrigerant control.

The good news is that cold storage warehousing itself has no foreign ownership cap under Decree 163/2017/ND-CP. However, if an investor wants to add a refrigerated trucking fleet or a customs brokerage, ownership limits suddenly apply. Furthermore, the Law on Investment 2025 (effective March 2026) flipped the old sequence, investors can now establish their local legal entity first, allowing them to open bank accounts and secure land leases while the Investment Registration Certificate (IRC) is still being processed.

Savills Industrial strictly adheres to standard cold storage operation procedures

Beyond market access, operators must clear sector-specific hurdles:

• Food Safety & Veterinary Law: Facilities must obtain a Certificate of Eligibility for Food Safety, valid for three years. If storing meat or seafood, strict veterinary hygiene and border quarantine protocols apply before cargo even lands.
• Fire Safety: Cold stores almost always exceed the 2,500 m³ or 500 m² thresholds that trigger mandatory FPF design appraisals before construction can begin.
• Refrigerant Registration: This is frequently overlooked. Because industrial refrigeration relies on HFCs (potent greenhouse gases), virtually every commercial facility hits the 40 kW threshold requiring mandatory substance registration, annual usage reporting, and certified technicians for equipment maintenance.

The challenge of balancing precise temperature control, regulatory compliance, and operational costs requires reliable guidelines for cold storage operation to ensure long-term viability. By following these proven processes and design standards, you can safeguard your perishable inventory and maximize your investment. With years of experience, Savills Industrial is your trusted partner. Call us at +84 986 718 337 for tailored solutions to optimize your operations.

FAQs

Here are common questions regarding the guidelines for cold storage operation.

Q: What temperature ranges are standard for cold storage?

A: Facilities must maintain distinct climate zones ranging from deep freeze (-28°C) to chilled (2°C) depending on product requirements.

Q: How much does it cost to rent cold storage in Vietnam?

A: Cold storage rental in Vietnam typically ranges from $22 to $87 per tonne per month, or approximately $15-$27/m²/month for premium facilities in HCMC, with lower rates in Bac Ninh and other northern hubs

Q: Which Vietnamese provinces have the most cold storage capacity?

A: Tay Ninh, Ho Chi Minh City, and Dong Nai currently lead the market in available cold storage capacity.

Q: What is the typical power backup requirement for cold storage operations?

A: Facilities should be equipped with a generator set combined with an automatic transfer switch (ATS) system. We also recommend integrating battery storage systems (BESS) with rooftop solar power to enhance reliability and proactively manage outage schedules.