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Reefer cargo claims: a claim file checklist

Helm PartnersUpdated Oct 29, 2026Sources checked Oct 29, 2026

This guide is general information, not advice on any policy.

Short answer

Keep the bill of lading, the shipper's set point, your pre-cool record, temperature data for the whole trip, seal numbers, photos at pickup and delivery, and any exceptions noted on the delivery receipt. Federal rules say a claim must be in writing and name an amount, and carriers must acknowledge it within 30 days and resolve it within 120 days or explain the delay.

In this guide
  • What a valid claim is
  • Federal claim deadlines
  • The reefer claim file
  • At delivery
  • Why it matters for underwriting
  • A checklist
  • FAQ

A reefer cargo claim usually turns on records. Who set the temperature, whether the trailer was pre-cooled, what the unit did during the trip, and what the receiver saw at the door. Here is what to keep and the federal rules on claims.

What a valid claim is

  • A written claim filed within the time limit, that identifies the shipment, asserts liability and asks for a specified or determinable amount (49 CFR 370.3).
  • A bad order or inspection report alone is not a claim under the rule.

Federal claim deadlines

  • Carriers acknowledge a claim in writing within 30 days and open a separate file with a claim number (49 CFR 370.5).
  • Carriers pay, decline or make a firm offer within 120 days, or send a status letter then and every 60 days after (49 CFR 370.9).
  • A carrier may not allow less than 9 months to file a claim or less than 2 years to sue after a written disallowance (49 USC 14706(e)).

The reefer claim file

  • Bill of lading and any load instructions with the set point and mode, continuous or cycle.
  • Pre-cool record. FDA's rule asks a carrier responsible for sanitary conditions to pre-cool as the shipper specified (21 CFR 1.908(e)).
  • Temperature data for the whole trip, from the unit download or a recorder.
  • Seal numbers at pickup and delivery, and who applied them.
  • Reefer unit service and fuel records for the trip.
  • Driver notes, photos and any messages with dispatch about the unit.

At delivery

  • Write exceptions on the delivery receipt before signing.
  • Photograph the load and the unit display. Note pulp or product temperatures if the receiver takes them.

Why it matters for underwriting

A checklist

  1. Keep the bill of lading and set point for every reefer load.
  2. Log the pre-cool.
  3. Download trip temperature data before the trailer goes out again.
  4. Record seals and take delivery photos.
  5. Open a claim file with a number as soon as a claim arrives, and track the 30 and 120 day dates.

The full FDA rule for reefer carriers: the FSMA sanitary transportation rule for reefer carriers.

State touchpoints: reefer state notes for Michigan, Ohio and Indiana.

Unit records: reefer unit maintenance records and loss runs.

FAQ

What makes a cargo claim valid?

A written communication filed with the carrier within the time limit that identifies the shipment, asserts liability for loss or damage, and asks for a specified or determinable amount of money (49 CFR 370.3(b)).

How fast must a carrier respond to a cargo claim?

Acknowledge it in writing within 30 days, unless it is paid or declined in that time (49 CFR 370.5). Pay, decline or make a firm settlement offer within 120 days, or explain the delay in writing then and every 60 days after (49 CFR 370.9).

How long does a shipper have to file a cargo claim?

A carrier may not allow less than 9 months to file a claim, or less than 2 years to sue after the carrier gives written notice that it disallowed the claim (49 USC 14706(e)). Your bill of lading or contract sets the actual period.

What temperature records should a reefer carrier keep?

The set point the shipper gave you, proof you pre-cooled as specified, and readings or time and temperature data for the trip. Under FDA's rule, a carrier responsible for sanitary conditions must provide the set point and show it held it when asked (21 CFR 1.908(e)).

Should the driver note problems at delivery?

Yes. Exceptions written on the delivery receipt, with photos and pulp or product temperatures where the receiver takes them, are often the first evidence in a claim.

Does a claim file help with insurance?

Underwriters often ask about cargo loss history for reefer fleets. A complete file for each claim shows what happened and how it closed.

This guide is general information, not advice on any policy.

Sources