Maintenance Records & Work Orders · Excel template
Free Reefer Temperature Log
A per-trip temperature record for refrigerated loads (set point, readings through the run, and defrost cycles) the sanitary-transport record a cold-chain audit asks for. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A trip header capturing unit, product, and the required set-point temperature
- Timestamped readings through the run, at loading, in-transit checkpoints, and delivery
- A defrost and pre-trip cooldown record, since both affect the readings around them
- An excursion field flagging any reading outside range, with the driver's response noted
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Set the required temperature range before the load leaves, from the shipper's or product's specification, not a default your reefer happens to be set at.
- 2
Pre-cool the trailer and confirm it holds the set point before loading; loading into a warm box is the most common cause of an early excursion.
- 3
Record readings at fixed intervals through the trip, not just at pickup and delivery: a mid-route excursion with no readings around it is unprovable either way.
- 4
Note every defrost cycle with its start and end time, since a normal defrost briefly reads outside range and gets mistaken for a fault if unlabelled.
- 5
Log any excursion immediately with what the driver did about it, and get a receiver signature at delivery tying the final reading to acceptance.
What's inside
- A trip header capturing unit, product, and the required set-point temperature
- Timestamped readings through the run, at loading, in-transit checkpoints, and delivery
- A defrost and pre-trip cooldown record, since both affect the readings around them
- An excursion field flagging any reading outside range, with the driver's response noted
- A delivery sign-off tying the final reading to the receiver's acceptance
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Reefer Temperature Log
Sanitary-transport recordkeeping requirements for temperature-controlled loads are set by regulation and vary by commodity and jurisdiction. Confirm what applies to your freight rather than treating this log as sufficient on its own.
| Time | Location | Set Point | Reading | Event | Driver Action | Notes |
|---|---|---|---|---|---|---|
| 06:10 | Origin dock | 34°F | 33°F | Pre-load check | — | Held overnight, within range |
| 11:45 | Rest stop, mile 210 | 34°F | 35°F | In-transit check | None needed | Within tolerance |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Frequently enough that a gap in the record isn't longer than the time an undetected fault could cause real product loss, many operations check every few hours, and continuous data-logging units record far more often than that automatically. Confirm what your customer's contract or the applicable regulation requires rather than setting an interval from habit.
Not on its own: a defrost briefly warms the return-air reading by design, which is why it needs its own event line rather than being logged as a plain temperature reading. An excursion logged without noting a concurrent defrost looks like a fault when it may just be normal operation; the label is what makes the record defensible later.
Note the reading and time immediately, check the obvious causes (door seal, unit fault, fuel level on a diesel-powered unit), and report to dispatch rather than waiting until delivery. What matters to a later claim is less the excursion itself and more whether it was caught, acted on, and documented at the time.
For infrequent cold-chain loads, a diligently kept manual log can be sufficient; for regular reefer operations, a continuous electronic data logger is far more defensible in a claim or audit because it can't have a gap between hand-recorded readings. Many operations run both: the logger as the record of truth, this log as the driver's real-time awareness and action trail.