BEST PRACTICES FOR REFRIGERATED TRANSPORT©. PART 4. Departure and Arrival Process for Loaded Trailers.

Departure and/or Arrival procedures may vary from site to site but there are some industry accepted best practices that involve inspections, check lists, security checks and clearances as described below.

Pre-Departure Checklist and Inspections of Loaded Trailers

Drivers are required to conduct physical inspections of their assigned vehicles prior to departure. Although inspections and checklist may vary by location, the following list depicts a typical review for a driver:

Driver Vehicle Inspection Record

• Vehicle Inspections
  • Tractor
  • Trailer
• Vehicle Conditions
  • Brakes
  • Electrical
  • Emergency
  • Engine
  • Instrument Panel
  • Refrigeration
  • Rear Axle
  • Steering
  • Transmission
  • Tires

Pre-Departure Checklist

• o Pouch Check
  • Load Diagrams
  • Verify Each Invoice
  • Keys for Key Drops
  • Trip Reports
  • DVIR Forms
  • Accident Rep Forms
  • Driver Logbook
• o Miscellaneous Supplies
  • Fuel Spill Kit
  • Emergency Triangle
  • Fire Extinguisher
  • Safety Cones
  • License Plates
• o Door Seal
  • Rear Door
  • Side Door(s)
• o Load Compartments
  • Reefer Settings
  • Reefer Mode
  • Reefer Fuel Levels
  • Air Temp Readings
  • Temperature Loggers

Security Clearance with Loaded Trailers (Departure)

The last step in the Departure process is pass yard security clearance. Drivers will have to provide the local yard Security Officer with the following documentation:

• Driver Identification
  • Driver License
  • Employee Picture ID
  • Qualifications/Training records
  • Driver Logbook
• Trailer Security Verification
  • Door latches and locks
  • Tamper-resistant Door Seals
  • GPS Records
  • BOL records with seal numbers

Security Clearance with Loaded Trailers (Arrivals)

The security procedures for the Arrival process are very similar to the departure process. The local yard Security Officer will require the necessary documentation, as described below, in order to be admitted into the yard for a pick-up or a delivery:

• Driver Identification
  • Driver License
  • Employee Picture ID
  • Qualifications/Training records
  • Driver Logbook
• Trailer Security Verification
  • Door latches and locks
  • Tamper-resistant Door Seals
  • GPS Records
  • BOL records with seal number

For all “Delivery” loads, the driver will have to provide proper documentation and visible confirmation that the chain of custody has not been compromised during the entire distribution process.

Note: It is highly recommended that the driver call ahead to the receiving location to confirm the arrival time and potential dock door position. This will help reduce the wait time or detention time for the driver and enhance the delivery turn-around time for both the driver and the receiving location.

Post-trip Inspection – End of Route

At the conclusion of the trip/route, drivers should conduct a post trip inspection to verify the conditions of their vehicles. The standard DVIR for tractors and trailers are a good guide for these post trip inspections:

Vehicle Conditions

• Brakes
• Electrical
• Emergency
• Engine
• Instrument Panel
• Refrigeration
• Rear Axle
• Steering
• Transmission
• Tires

Read Stage 1.Pre-Cooling Trailers Process.

Read Stage 2.Loading Trailers.

Read Stage 3. Loading Trailers.

Coming next – Food Safety and Modernization Act (FSMA) Compliance

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