Reefer load checklist: temperature instructions before booking

Ask for the complete written temperature instructions

Record the commodity, required setpoint, units of measurement, operating mode and any specified range or monitoring requirements. Distinguish the refrigeration unit setpoint from any product temperature acceptance criteria. If the paperwork uses different figures or wording, seek clarification from the authorized party before the carrier approves the load.

Do not choose a setting from a generic commodity list or from a previous shipment that looked similar. Different products, packaging and shipper requirements can call for different handling. The dispatcher’s role is to obtain and communicate the instructions, not to independently select a safe cargo temperature.

Include trailer preparation in the available time

Tell the dispatcher when the current load will actually finish and what preparation follows. A washout, inspection, fuel stop or precooling requirement may affect when the truck can reach the next pickup. An empty trailer is not necessarily ready for every refrigerated shipment.

FDA’s sanitary transportation framework addresses sanitary practices for covered food transportation. Its guidance discusses written specifications, preparation and temperature control responsibilities, with requirements depending on the activity and agreement. Review the official guidance for your operation rather than assuming every reefer load has identical obligations.

Keep requested preparation records with the load file. If a washout certificate or other document is specified, confirm who receives it and when. A dispatcher can remind the parties about missing information, while the carrier confirms equipment condition and readiness.

Review the pickup and delivery plan as one schedule

Clarify the appointment date, time zone, check in procedure and receiving hours at every stop. For a multi stop load, review the sequence and any instructions for opening doors, seals or monitoring. Do not assume a receiver will accept early arrival or that a delayed pickup automatically moves delivery.

Add the preparation and handling time to the trip comparison. A pickup that appears close to the current delivery may still be unsuitable if the truck must first complete an agreed cleaning process. Discuss waiting, lumper procedures and documentation before pickup so the driver has the relevant contacts.

Example: resolve conflicting instructions before relying on them

Suppose a rate confirmation specifies one operating mode, while a later message requests a different mode. Keep both records and identify the conflict plainly. Ask the authorized shipping or brokerage contact for a clear written correction, and have the carrier confirm that the revised requirement is acceptable before proceeding on that basis.

Send the resolved version to the driver and mark the earlier instruction as superseded. Record the source, time and load reference. This example is a communication process; it is not an instruction to change a unit setting, accept questionable cargo or decide whether a product is safe.

Agree the response to a temperature or equipment concern

Before departure, identify who should receive an equipment alarm, a temperature record concern, a long loading delay or a delivery discrepancy. The driver should follow the carrier’s safety and equipment procedures and promptly communicate the facts through the agreed channel.

Preserve the actual readings, timestamps, messages and available equipment records. Avoid describing an uncertain cause as a confirmed diagnosis. The appropriate authorized parties need accurate information to decide the next step; dispatch should not invent a product disposition or promise that a claim will be avoided.

Close the load with a complete record and realistic next plan

Keep signed delivery records, approved instructions, receipts and any exception correspondence together. Rai Dispatch supports the agreed booking, communication and document workflow at a published 4% reefer dispatch fee, with the billing base confirmed in writing.

After delivery, update the truck’s location, condition and next available time. Include any cleaning or preparation before the next search. Reviewing what changed during the trip helps improve the next booking brief without treating an unusual delay as a universal rule for that lane.