Not all refrigerated carriers are equal. Here's a practical checklist for evaluating reefer carriers before committing your temperature-sensitive freight to them.
In This Guide
What It Means
Carrier vetting for refrigerated freight is the process of evaluating whether a carrier's equipment, procedures, and operational standards meet the requirements of your temperature-sensitive commodity before committing a booking. For cannabis, pharmaceutical, and fresh produce shippers, carrier selection is a compliance and quality decision — not just a logistics one.
A freight broker who specializes in temperature-controlled freight maintains a vetted reefer carrier network, which means the vetting work is done on your behalf. For shippers who book directly or use generalist brokers, understanding what to vet is essential protection against inadequate carriers who will accept temperature-controlled loads without the operational standards to handle them.
Why It Matters
- A carrier with poorly maintained reefer units creates product loss risk on every shipment, regardless of rate
- Carriers who don't understand pre-cooling requirements cause the most preventable cold chain failures
- For cannabis shippers, an unvetted carrier can create regulatory chain-of-custody exposure that affects the LP's license
- Reefer equipment age and maintenance records directly correlate with in-transit refrigeration failure rates
- Carriers who are new to reefer or primarily run dry van may not have the operational procedures required for cold chain freight
How It Works
Equipment Standards
- Refrigeration unit make, model, and age — Carrier Transicold and Thermo King are the dominant manufacturers; units over 8-10 years old carry higher failure risk
- Evidence of recent refrigeration unit maintenance and calibration
- Temperature logging capability — whether the carrier uses their own loggers or can accommodate shipper-provided loggers
- Trailer insulation condition — older trailers with deteriorating door seals lose temperature faster on long hauls
Operational Standards
- Pre-cooling procedures — do they confirm set point is reached before loading, or do they start the unit and load immediately?
- Driver training on reefer operation and temperature alarm response
- After-hours emergency contact for in-transit temperature issues
- GPS tracking capability and whether it includes reefer unit monitoring
Compliance and Documentation
- CVOR (Commercial Vehicle Operator Registration) in good standing in Ontario; equivalent in other provinces
- For cannabis loads: driver background screening documentation
- Insurance certificate with cargo coverage appropriate to the commodity value
- References from shippers in your commodity category — a carrier with strong dry van references but no pharmaceutical or produce history is not a vetted reefer carrier
Common Challenges
- Carriers who claim reefer capability but primarily operate dry van and lack cold chain operational procedures
- No after-hours emergency contact when a refrigeration unit fails at 2 a.m. on a Saturday
- Accepting carrier assurances verbally without requesting documentation of equipment maintenance or procedures
- Booking the lowest reefer rate without accounting for equipment age and failure risk
- Not specifying pre-cooling requirements in writing — leaving it to the carrier's judgment
Best Practices
- Work with a broker who maintains a documented reefer carrier network and can provide carrier vetting records on request
- Specify equipment requirements in writing when booking: temperature set point, pre-cool confirmation, logger type, continuous operation
- Ask new carriers for references in your commodity category — not just general freight references
- For high-value or compliance-sensitive loads, request equipment photos and maintenance records before confirming the booking
- Establish an after-hours emergency contact with any carrier before they take a temperature-sensitive load
When to Use This Service
- Any time you are considering booking a reefer carrier for the first time
- When your volume requires occasional use of carriers outside your established network
- When booking through a generalist broker who may not specialize in temperature-controlled freight
- For any pharmaceutical, cannabis, or high-value produce shipment where the cost of a cold chain failure is significant
OTR Logistics Solutions maintains a vetted reefer carrier network across Canada and into the United States. Our carriers are screened for equipment standards, pre-cooling procedures, and cold chain documentation. Ask our team about our carrier qualification process.
Frequently Asked Questions
What is CVOR and why does it matter for reefer carriers?
CVOR (Commercial Vehicle Operator Registration) is Ontario's mandatory registration system for commercial trucking operators. It tracks safety performance, including inspection results, collisions, and CVOR abstract. Carriers with poor CVOR records present safety and service reliability risk. Equivalent registrations exist in other provinces. Your broker should verify carrier safety records as part of their vetting process.
How do I know if a carrier's reefer equipment is maintained properly?
Ask for refrigeration unit maintenance records and the date of the most recent pre-trip inspection. Reputable reefer carriers conduct pre-trip inspections that include refrigeration unit operation and temperature calibration verification. Carriers who are reluctant to provide this information are a signal in themselves.
What cargo insurance coverage should a reefer carrier carry?
Minimum standard cargo insurance in Canada is $100,000, but temperature-sensitive commodities — particularly pharmaceutical, cannabis, and high-value produce — often require carriers to carry $1,000,000 or more in cargo coverage. Verify the certificate of insurance before the first shipment and confirm that temperature damage is not excluded from the policy.
Should the broker or the shipper provide the temperature logger?
Either is workable, but clarity matters. If you require a specific logger type, placement standard, or real-time monitoring capability, specify it in writing when booking. Shipper-provided loggers ensure consistency and give you direct custody of the data. Carrier-provided loggers can create chain-of-custody questions about data integrity. For pharmaceutical and cannabis shipments, shipper-provided loggers are strongly preferred.
Related freight pages
Explore services and local freight-broker pages that fit this topic.