Reefer Detention: How to Document Delays and Protect Your Pay
Refrigerated freight requires careful temperature control, equipment monitoring, and additional loading procedures. When a reefer truck experiences delays, carriers may face extra fuel costs, increased reefer unit runtime, and scheduling problems.
Accurate documentation helps protect your business and supports detention payment requests.
What Makes Reefer Detention Different?
Reefer detention involves waiting time at a shipper or receiver, just like dry van detention. However, refrigerated loads may also require:
- Trailer pre-cooling
- Temperature verification
- Reefer unit inspections
- Seal checks
- Product-specific loading procedures
- Additional food safety inspections
These requirements can extend waiting time and increase operating expenses.
Important: Not every delay qualifies for detention pay. Eligibility depends on the rate confirmation and applicable agreement.
How to Properly Document Reefer Detention
1. Record exact timestamps.
Document the appointment time, arrival, check-in, dock assignment, loading or unloading, and departure.
2. Monitor trailer temperature.
Keep available reefer unit temperature logs, set-point records, and monitoring reports. Record any temperature changes or alarms during the wait.
3. Document inspections and seal information.
Record seal numbers when applicable, along with temperature checks, inspections, and facility-related delays.
4. Review your rate confirmation.
Confirm the free-time allowance, detention rate, notification deadlines, and any special refrigerated freight requirements.
5. Communicate with your broker early.
Notify the broker in writing when delays occur. Explain whether the truck is waiting for loading, unloading, temperature verification, or another facility procedure.
Example: Reefer Detention Calculation
Suppose a refrigerated truck has the following details:
- Appointment time: 6:00 AM
- Check-in time: 6:00 AM
- Departure time: 10:00 AM
- Total waiting time: 4 hours
- Agreed free time: 2 hours
- Agreed detention rate: $60 per hour
Estimated Detention Pay
4 hours - 2 free hours = 2 billable hours
2 hours × $60 = $120 estimated detention pay
This calculation assumes the full waiting period is eligible under the agreement.
Remember: Reefer detention rates are not automatically higher than dry van detention rates. The agreed terms determine the applicable payment.
Why Temperature Records Matter
Temperature records help show whether the reefer equipment was operating as required during the delay.
Useful documentation may include:
- Reefer unit set point
- Actual temperature readings
- Continuous or start-stop operating mode
- Alarm and fault records
- Facility inspection notes
- Check-in and departure paperwork
Maintaining these records may help resolve disputes involving delays, equipment operation, or cargo temperature.
Calculate Your Reefer Detention Pay
Use LoadKit's Free Detention Calculator to estimate potential detention hours and compensation.
Enter your arrival and departure times, applicable free-time allowance, and agreed hourly rate.
No account is required to use the calculator.
For a broader explanation of detention documentation, read our Truck Detention Guide.
Final Tip
Document both time and temperature on every reefer load.
Keep your rate confirmation, facility timestamps, temperature logs, and broker communications organized.
Clear documentation can help protect your freight, reduce disputes, and support valid detention payment requests.
Track every delay. Protect your freight. Know your detention terms.