- Prior to loading, the trailers should be at temperature required for transport. Loading should only be initiated when the temperature reaches the set point requested by the contracting humanitarian agency.
- Trailer interiors should be clean, tidy, and free from bad odour.
- If required, contracted trucking company should ensure that the cooling units have been programmed for permanent run prior to loading per instructions.
- Contracted trucking company should ensure a copy of a valid calibration report is present in the truck.
- Contracted trucking company should ensure the driver maintains an activity sheet where temperature readings are recorded at every transition / touch point / stop point.
- Drivers should remain present at the dock area while goods are being loaded at origin and offloaded at destination.
- Drivers should ensure doors are closed immediately after loading. Doors should be barred and locked if required.
- Whenever the trailer doors have to be opened, including but not limited to loading, offloading, they should be closed immediately after-wards to avoid temperature disparities.
- In case of any customs or third party inspection, the contracted trucking company should inform contracting agency immediately, detailing door opening and closing duration and the temperature readings should be recorded on the activity sheet.
- The contracted trucking company should provide calibrated and proper functioning reefer equipment and ensure the driver checks the temperature and the reefer equipment’s running status at every stop.
- In case of irregularity / temperature variance the contracted trucking company should inform the contracting humanitarian agency immediately.
- The contracted trucking company should make sure the drivers do not remove any temperature monitors / data recorders once they are placed inside the trailer until the truck reaches the point of delivery.
- The contracted trucking company has to ensure temperature monitors / data recorders are to be brought back after delivery.