Guide
Reefer documentation: record the cold as well as the freight
A refrigerated load can be rejected for temperature, and the carrier is the one holding the evidence. This is a checklist of what to capture at each stage so a dispute can be answered with paper instead of memory.
What a clean temperature record looks like
A receiver rarely argues about a normal trip. They argue when a number leaves the band. Your best protection is a log that shows the unit held the set point on the rate con, with every bump explained.
Know the set point and mode before you leave the shipper. Photograph the display at pickup and at delivery. Write down why the trace moved.
What to capture, stage by stage
Before pickup
- Rate con shows the set point, the mode (continuous or cycle) and any pre-cool requirement.
- Unit is fueled. Keep the receipt with the date, gallons and unit number.
- Trailer is clean and the unit runs. Note anything wrong before loading.
- Pre-cool reading and time, photographed on the unit display.
At the shipper
- Product temperature at loading, if the shipper records it, on the BOL.
- Seal number on the BOL and the trailer door.
- Arrival and departure times, in writing.
- Any shipper note about temperature or load pattern. Ask for it in writing.
In transit
- Unit stays at the set point and mode on the rate con. If it changes, record why.
- Temperature log or recorder data available from the unit for the whole trip.
- Any alarm, defrost cycle or breakdown noted with time and location.
- Check calls recorded in your dispatch system.
At delivery
- Seal intact, number matches the BOL. Photograph it before breaking it if the receiver allows.
- Receiver's reading, if they take one, written on the BOL or receiving sheet.
- Signed BOL with arrival and departure times and any exception written before signing.
- Download or photograph the temperature record before leaving, while the unit is still running.
- Lumper and scale receipts, if any.
The same signature rules apply as for dry freight: see the POD checklist.
If a receiver rejects the load
- Stay calm and stay on the phone with the broker. Do not leave the dock with the load without instructions in writing.
- Ask the receiver to write the reason and the reading on the BOL or a rejection form, and to sign it.
- Send your records at once: set point, pre-cool, seal, temperature log.
- Record every hour the truck waits for instructions. Detention may apply. See detention evidence.
- Tell your insurer as the policy requires. Ask them what they need.
We are not an adjuster or a law firm. This list helps you gather the facts, it does not decide who is responsible.
The money side of a reefer
- Reefer fuel is its own cost. Count it separately in the cost per mile tool.
- Pre-cool and wait time are paid only if the terms say so. Read them before the load.
- Lumper at cold storage is often higher. Get approval before you pay.
Questions
How long should I keep temperature records?
At least as long as claims can be made under your contract and your insurance. Ask your insurer. We do not give a fixed number.
Does the audit read temperature logs?
No. It checks which loads have documents on file for the billing items it tests. For reefer loads that includes the packet pieces listed above if you send them.
See what your last 20 loads show.
One short form. We reply by email with the next step, and a one-page report follows. Free, no obligation.
Mon-Fri, 9:00 a.m.-5:00 p.m. Eastern Time (Raleigh, NC). Voicemail is answered the next business day.