Reefer unit maintenance records and loss runs
Keep inspection, repair and maintenance records for every unit, for 1 year and for 6 months after the unit leaves your control. Keep temperature downloads, since under FDA's rule a shipper or receiver can ask you to show you kept the set temperature. Keep each claim file complete. Together these explain the entries on your loss runs.
- Maintenance records
- Temperature records
- Claim files and loss runs
- A checklist
- FAQ
A reefer claim can turn on the unit and the temperature record. Here are the records to keep, with the federal rules behind them.
Maintenance records
- Keep inspection, repair and maintenance records for each vehicle you control, including the schedule and work done (49 CFR 396.3).
- Keep them for 1 year, and for 6 months after the vehicle leaves your control.
- Include reefer unit service, alarms and repairs.
Temperature records
- When your agreement makes you responsible, pre-cool before loading and, if asked, show you kept the shipper's operating temperature (21 CFR 1.908(e)). See the FSMA sanitary transportation rule for reefer carriers.
- Keep the unit download for every load.
Claim files and loss runs
- A cargo claim must be filed in writing (49 CFR 370.3). See a reefer cargo claim file checklist.
- Match each claim on your loss runs with its file, download and service record.
A checklist
- One maintenance file per tractor, trailer and unit.
- A temperature download for every load.
- A claim file for every claim.
- Pull loss runs each year and match them to the files.
FAQ
How long do I keep maintenance records?
Where the vehicle is housed or maintained, for 1 year and for 6 months after it leaves your control (49 CFR 396.3(c)).
Does FDA require temperature records from carriers?
When a written agreement makes the carrier responsible, it pre-cools the unit and, if asked, shows it kept the shipper's operating temperature, for example with time and temperature data (21 CFR 1.908(e)(2) and (3)).
What is a loss run?
A report from an insurer listing claims under a policy by period, with amounts paid and reserved.
Why keep reefer records with claim files?
A temperature download and service record can show whether a claim came from the unit, the load or the shipper.
This guide is general information, not advice on any policy.
Sources
- 49 CFR 396.3: Inspection, repair, and maintenance (last amended Jul 21, 2026)
- 21 CFR 1.908: Requirements for transportation operations (last amended Dec 29, 2016)
- 49 CFR 370.3: Filing of claims (last amended Jun 15, 2018)