Reefer dispatch: the load-planning guide
Temperature instructions are part of the booking, not an afterthought. Confirm the handling requirements before negotiating the final rate.
01 / BEFORE THE QUOTE
Check the equipment.
Ask for the written setpoint, operating mode, pre-cooling instructions, loading temperature checks and any required temperature records. Verify the unit’s condition and whether a washout or specific sanitation documentation is required.
02 / BEFORE ACCEPTANCE
Check the freight.
For food shipments, clarify product type, packaging, loading responsibility, seal instructions and who to contact if the temperature is outside the agreed range. Do not substitute a familiar setpoint for the shipper’s instructions.
Build the whole trip.
Budget the refrigeration fuel, washouts, lumper charges and expected waiting time separately. Compare the gross offer with those trip costs and the empty miles to the next compatible shipment.
When the clock runs.
Document arrival, unloading start and release times. Keep temperature records and report discrepancies through the agreed escalation path. Ask who authorizes a rejected-load disposition before moving or disposing of any product.
Read the lane, not a promise.
Use origin-specific shipping information for produce seasons and confirm receiver capacity around holidays. A busy outbound market can still leave a poor return lane; review the round trip.
What the sample can show.
Salinas, CA → Dallas, TX
2026-08-03 · 1,580 recorded miles · $5,530.00 recorded gross.
This is one record from the existing first-party August sample, not an audited shipment or a current load offer. Fuel treatment and mileage basis are unconfirmed. It cannot establish a typical rate for this equipment or lane.
One question worth settling.
Can a dispatcher decide the temperature setting?
The booking should capture the shipper’s written requirements and applicable carrier responsibilities. The dispatcher should communicate them accurately, not invent handling instructions.
References & scope.
These are planning prompts, not a load-specific compliance assessment. FMCSA provides cargo securement rules and registration guidance. Verify the requirements for the actual equipment and operation.
For covered food transportation, review the FDA sanitary transportation rule and the written responsibilities agreed with the shipper.
For availability, fees and onboarding, see DriveDataQ’s dispatch service. No load volume, rate or specific lane is guaranteed.