What should receiving check on a reefer trailer at the gate?
For receiving, gate and quality teams handling temperature-controlled loads.
Reviewed September 26, 2026 · sources linked inline
Short answer: at the gate, check that the reefer's set point matches the temperature the shipper specified, that the unit is running without alarms, and the fuel level if the trailer will sit. Record the readings with the time, then spot it where it can be powered or watched. The FDA's Sanitary Transportation rule expects receivers of temperature-controlled food to “take steps to adequately assess that the food was not subjected to significant temperature abuse” (21 CFR 1.908(d)).
What the FDA rule asks of each party
The FDA's Sanitary Transportation of Human and Animal Food rule (21 CFR Part 1, Subpart O) splits responsibilities between shippers, loaders, carriers and receivers. The section on transportation operations, 21 CFR 1.908, says:
| Party | Requirement (quoted from 21 CFR 1.908) |
|---|---|
| Shipper | Must "specify in writing to the carrier… an operating temperature for the transportation operation including, if necessary, the pre-cooling phase" (§1.908(b)(2)) |
| Loader | Must verify that each refrigerated compartment "is adequately prepared for the transportation of such food, including that it has been properly pre-cooled, if necessary" (§1.908(c)(2)) |
| Carrier | Where the carrier and shipper have a written agreement making the carrier responsible for sanitary conditions: once the trip is complete and if the receiver asks, provide the operating temperature the shipper specified and, if the shipper or receiver asks, "demonstrate that it has maintained temperature conditions during the transportation operation consistent with the operating temperature" (§1.908(e)(2)) |
| Receiver | Must "take steps to adequately assess that the food was not subjected to significant temperature abuse, such as determining the food's temperature, the ambient temperature of the vehicle and its temperature setting, and conducting a sensory inspection" (§1.908(d)) |
Two practical points follow. You need the specified temperature to check against, and it comes from the shipper, so get it on the BOL or load instructions. And the rule already names the reefer's temperature setting as one of the things a receiver can assess, which is easiest to read while the driver is still at the gate.
The rule has exemptions and specific definitions (for example for certain small businesses and food types). Check whether and how it applies to your operation.
Gate checklist for a reefer
On top of your normal gate fields (time in, carrier, trailer number, seal, driver):
- Set point against the specified temperature. Read the set point on the unit display and compare it with the BOL or load instructions. If they do not match, flag it before spotting and call your receiving or quality lead.
- Unit running, no alarms. A unit that is off or alarming is the first sign of a problem.
- Current reading, if the display shows return or supply air, recorded next to the set point.
- Fuel level, if the trailer might sit before unloading. A reefer that runs out of fuel in your yard is now your problem.
- Temperature record, if your procedures or the load call for it: ask the carrier and note whether it was provided.
- Write it all down with the time on the gate log line for that trailer.
Spotting and yard checks
Spot reefers near power if you have plug-in spots, or where the gate or dock can see them. Add a temperature column to the yard check for reefers and note set point, reading and time on each walk. When reefers have been waiting, especially with low fuel, move them up the door list.
At the door
The gate check does not replace the receiving assessment. At the door, receiving typically checks product temperatures against your acceptance criteria, looks at any temperature record that was requested or provided, and does a sensory inspection for thawing, off-odors or damage. Whatever you check, write down what you found and when: if the load is later rejected or disputed, the gate line and the door record together show when the problem started.
Common gaps
- No specified temperature on the paperwork, so the gate has nothing to compare against. Fix it with the shipper.
- Readings taken but not written down. A check that is not recorded cannot be shown to anyone later.
- Reefers treated like dry vans in the yard: parked far away, with nobody watching fuel or alarms.
- Asking for the temperature record days later, when the carrier has moved on.
General information, not legal or regulatory advice. Confirm how 21 CFR Part 1, Subpart O applies to your operation.
Frequently asked questions
Who sets the temperature for a reefer load?
The shipper. Under 21 CFR 1.908(b)(2), the shipper must specify an operating temperature in writing to the carrier, including pre-cooling if necessary.
Can the receiver ask for the reefer's temperature history?
Where the carrier has agreed in writing to be responsible for sanitary conditions, 21 CFR 1.908(e)(2) says the carrier must, if the shipper or receiver asks, demonstrate that it maintained temperature conditions consistent with the specified operating temperature.
Should we reject a reefer if the set point is wrong?
Not automatically. Flag it, check product temperatures at the door, follow your acceptance procedures, and record what you found either way.
Log reefer checks on the gate record
Set point, reading and time on the same record as the trailer. Free plan: 1 yard, 3 users, 100 gate transactions a month, 30-day history. No card, never expires.
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