A cold-chain booking must be based on the product’s validated transport requirements, not a general instruction to “keep it cold.” The required temperature range, permitted excursions, route duration, packaging system, monitoring method and regulatory documents should be confirmed before equipment is assigned.
Active refrigeration or qualified passive packaging?
Some products need an actively refrigerated trailer; others can be protected by a validated passive packaging system for a defined duration and ambient profile. The decision should follow the manufacturer’s specification, stability data, receiver requirements and applicable regulation. ATP primarily concerns international carriage of certain perishable foodstuffs and special equipment; ATP status alone does not prove suitability for every pharmaceutical or chemical product.
Equipment specification
- Confirm body type, insulation condition, refrigeration-unit capacity and valid certificates required for the cargo and route.
- Check whether the unit is diesel-driven, electric or otherwise powered; do not assume every unit has the same independent fuel arrangement.
- Pre-cool only where appropriate for the product and packaging; a reefer trailer is not designed to rapidly cool warm cargo unless specifically planned.
- Confirm set-point, operating mode, airflow, loading height, pallet spacing and maximum payload.
- Inspect cleanliness, odour, floor drains, door seals and previous-load compatibility.
Loading and airflow
Product temperature at loading matters. Air must circulate around and through the load according to the equipment and packaging design. Blocking the return-air path, loading against the ceiling, using damaged packaging or leaving large uncontrolled voids can produce uneven temperatures. Doors should remain open only as long as necessary.
Monitoring and records
- Define whether the requirement is trailer air, return air, supply air, product probe or qualified data logger.
- Set the logging interval, time zone, calibration status and party responsible for retrieving records.
- Agree who receives live alerts and what action is authorised if temperature deviates.
- Record set-point changes, door openings, border stops, unit alarms and refuelling.
- Retain the temperature file with shipment records according to contractual and regulatory retention rules.
Border and delay planning
Long border dwell can increase fuel and monitoring risk. Before dispatch, confirm unit fuel range, refuelling options, secure parking, driver instructions, service support and escalation contacts. A delay plan should identify who may authorise route change, temporary storage, replacement equipment or transloading.
Pharmaceutical and regulated cargo
For pharmaceuticals, applicable good distribution practices, product stability data, lane qualification, packaging qualification and deviation handling may be required. These are separate from ATP food-transport requirements. The shipper or product owner should provide the approved transport specification and release decision process.
Claim prevention
Record trailer condition, calibration or certificate references, product temperature, loading time, seal number and photographs. If an excursion occurs, preserve the complete data and avoid declaring the product acceptable or damaged without the responsible quality decision.
Bilan’s role
Bilan can arrange temperature-controlled transport through suitable partner carriers subject to route, equipment and confirmed specifications. Monitoring, redundancy, certificates and contingency services must be stated and accepted in the booking.