Indonesian Vegetables: Reefer Cargo Insurance 2026 Guide

A practical 24–48 hour documentation checklist from the Indonesia‑Vegetables Team to prevent reefer claim denials in 2026. Exactly which documents, photos, logger settings, and notifications your insurer will expect for Indonesian vegetable exports.

We stopped losing reefer claims when we stopped guessing. Over the last few seasons, our team tightened how we document Indonesian vegetable shipments and cut claim denials dramatically. The difference wasn’t a clever clause or a friend at a carrier. It was proof. Consistent, boring, defensible proof. This guide is that proof, step by step.

The 3 pillars of a defendable reefer claim in 2026

1. Pre-shipment proof. Show the cargo was fit, pre‑cooled, and packed correctly at origin. Without this, everything else gets questioned.

2. In-transit monitoring. Provide continuous temperature evidence from calibrated loggers and, where possible, carrier Remote Container Management (RCM) data.

3. Arrival actions within 24–48 hours. Notify fast, survey jointly, secure evidence before the container is released. Claims often live or die here.

Takeaway: Think like an underwriter. They’re asking one thing. Was the deterioration caused by a covered event, not ordinary perishability? Our documentation must answer that clearly.

Week 1–2 equivalent: Pre-shipment prep that insurers actually accept

What documents do we need before stuffing?

• Pre-shipment inspection report. Include commodity, grade, defect thresholds, and photos. For leafy items like Baby Romaine (Baby Romaine Lettuce), note trimming, vacuum-cooling or hydro-cooling steps, and final core temperature.
• Pulp temperature checklist. Measure at least 2% of cartons across top/middle/bottom of pallets (minimum 5 cartons). Record date/time, lot IDs, and readings. Example targets: Baby romaine 0–2°C. Red Radish 0–2°C. Carrots (Fresh Export Grade) 0–1°C. Cucumbers and tomatoes are warmer: Japanese Cucumber (Kyuri) 10–12°C. Tomatoes 10–12°C to avoid chilling injury. Frozen lines like Premium Frozen Edamame must be -18°C or colder.
• Packing list and carton specs. Ventilation holes, liner type, weight per carton, pallet pattern, slip sheets.
• Reefer container PTI (pre‑trip inspection). Get the carrier’s PTI printout showing set-point capability, defrost schedule, and alarm status.
• Calibration certificates. Thermometers and data loggers must have calibration within 6–12 months. Keep PDFs on file.

What photos should we capture at stuffing?

• Pallet condition and carton markings. Show lot numbers clearly.

• Pulp temperature readings in-frame with the carton label.

• Container interior pre-load. Cleanliness, air baffle, T-floor unobstructed.

• Reefer settings screen. Set-point, supply/return air, defrost interval, vent setting, and unit serial number.

• Logger placement. One at the supply-air side, one mid-load, and one near doors. Avoid placing directly against coils or walls.

• Door close and seal. Photo of seal number, plus a close-up of the locked seal.

Takeaway: Insurers and carrier claims teams want to see you controlled the cold chain from minute one. Your photos should tell that story without you in the room.

Week 3–6 equivalent: In‑transit monitoring and logger settings that hold up in 2026

Which temperature loggers and settings are acceptable now?

In our experience, insurers accept calibrated devices from Sensitech TempTale, DeltaTrak FlashLink, ELPRO, Berlinger, Escort, and equivalent. RCM data from carriers is increasingly persuasive when accompanied by your independent logger data.

Settings that work:

• Start before first pallet enters the container and stop at opening at destination.
• Interval every 5 minutes for fresh produce. For frozen, 10–15 minutes is usually fine.
• Alarms set near commodity tolerance, not just set-point. Example: Baby romaine alarm at >4°C for 60 minutes. Tomatoes alarm at <8°C and >14°C. Frozen products at warmer than -15°C for 60 minutes. Document your rationale.
• File formats. Keep the original encrypted PDF report and the raw CSV. In 2026, many underwriters also accept cloud links if they include an immutable audit trail and device metadata.

Reefer breakdown clause vs temperature variation coverage

• Reefer breakdown clause. Covers physical failure of the reefer machinery. Think compressor failure or defrost malfunction. You’ll need evidence of alarms or fault codes plus RCM/technician notes.
• Temperature variation coverage. Broader. May respond to power interruption, incorrect settings, or proven in-transit temperature deviation. Wording varies. Some policies exclude “inherent vice” or normal deterioration.

Takeaway: Match your evidence to the clause. If you’re claiming breakdown, show the unit failed. If you’re claiming variation, show the temperature truly deviated from the agreed profile for long enough to cause damage.

Week 7–12 equivalent: Arrival day through 48 hours — the critical timeline

How soon must we notify the insurer after a temperature excursion?

Immediately. Practically, within 24 hours of first awareness, and always before the container leaves the terminal or depot if possible. For recourse against the carrier under Hague-Visby-type rules, hidden damage should be noted within 3 days of delivery. Don’t wait for internal debate. Notify fast and update later.

Minimum notifications:

• Insurer and local claims agent at destination. Include policy number, BL, container number, ETA/ATA, and a brief description of the issue.
• Carrier line and terminal. Request a hold on release and a joint inspection.
• Consignee and freight forwarder. Align on who will attend the survey and where the container will be opened.

Do we need a joint survey, and who should attend?

Yes, for any non-trivial loss. A joint survey should include the insurer’s appointed surveyor, the carrier’s or terminal representative, and the consignee or their representative. If regulators require, a quarantine or food safety officer may attend. Don’t appoint your own independent surveyor without insurer consent unless time critical. Costs are usually claim handling expenses when approved by the insurer.

What should we secure before container release?

• Photos and video of door opening, frost/condensation, and any odor.
• Supply/return air readings on the controller at opening.
• Pulp temperatures on at least 2% of cartons across different pallet positions.
• Logger retrieval immediately. Download reports on-site if possible and save raw files.
• Sample cartons for lab if needed. Keep chain-of-custody forms.

What photos and records do insurers expect at destination unpacking?

• Seal intact and then cut, with numbers visible.
• Reefer display with set-point and actual temps.
• First-row carton condition before movement.
• Evidence of wet or collapsed cartons, ice, or free water.
• Cross-section photos of defects. For example, translucent leaves on Loloroso (Red Lettuce) or freeze burn on Purple Eggplant.
• Pallet-by-pallet tally of damaged vs sound cartons with weights.

Takeaway: Keep the container static until the surveyor arrives if you can. If operations must proceed, document continuously and keep representative samples aside.

Answers to the questions we hear most

What documents are needed to file a reefer claim?

• Insurance policy schedule and relevant clauses (reefer breakdown or temperature variation wording).
• Commercial invoice, packing list, and BL.
• Origin packet: pre-shipment inspection, pulp temp checklist, PTI, calibration certificates, stuffing photos, logger IDs.
• In-transit: Logger reports (PDF + CSV), carrier RCM exports, voyage events.
• Destination packet: notice of loss, joint survey report, tally, destination pulp temps, unpacking photos, salvage and disposal records, and any lab analysis.

Will insurance cover quality downgrades or only total spoilage?

Many policies exclude “loss of market” or price-only loss. You typically need physical damage linked to temperature deviation. Some wordings allow partial indemnity based on salvage vs sound value. For example, if Beetroot (Fresh Export Grade) is downgraded but still saleable, the claim may cover the difference between expected and actual proceeds when caused by a covered event. Read your extensions.

What data formats do insurers accept from loggers in 2026?

Encrypted PDFs with device metadata, raw CSV files, and increasingly cloud portals with audit trails. Provide all three when you can, plus the device calibration certificate.

Who pays for the surveyor?

If appointed or approved by the insurer, fees are typically part of claims handling. If you appoint without approval, you may bear the cost. Always loop in the insurer first.

The 24–48 hour evidence checklist (print this)

• Notify insurer, claims agent, carrier, and consignee immediately. Request a release hold and joint survey.
• Keep the reefer running at set-point until survey unless safety dictates otherwise.
• Photograph seal, controller screen, interior frost/condensation, and first exposure of cargo.
• Record destination pulp temps across the load. Note positions and carton IDs.
• Retrieve and download all loggers. Export carrier RCM data.
• Separate damaged, borderline, and sound cartons. Weigh and tally each group.
• Secure samples and arrange lab tests if defect type needs confirmation.
• Keep all packaging and labels until the survey is complete.

If you’re dealing with a live issue right now and need hands-on help validating your documentation set, Contact us on whatsapp. We’ll walk you through the sequence we use with our own shipments.

7 common reasons reefer claims get denied in 2026

1. No pre-shipment pulp records. Especially for warm-sensitive items like Tomatoes and Japanese Cucumber (Kyuri) that shouldn’t be chilled.
2. Logger started late or placed poorly. A device near the coils will read colder than the cargo. Place loggers where the cargo lives.
3. Calibration gaps. Devices without valid calibration certificates are routinely challenged.
4. Late notice. Claim reported after container gate-out with no chance for joint survey.
5. Wrong clause. Claiming reefer breakdown with no evidence of machinery failure when the issue was mis-setting or door-open events.
6. Inconsistent photos. Missing seal shots, missing controller screen at opening, no unpacking images.
7. Pure “market loss.” Quality downgrade with no demonstrable temperature deviation or physical damage.

Takeaway: You can’t fix these after the fact. Build the habit at origin, not at destination.

Resources and next steps

• Temperature logger setup one-pager. We standardize 5-minute intervals for fresh, 10–15 for frozen, start before loading, and document placement with photos.
• Sample claim notice line. “We hereby give immediate notice of loss for BL ABCD1234, Container TLLU1234567, Indonesian origin fresh Baby Romaine (Baby Romaine Lettuce). Temperature deviation suspected. Please appoint your surveyor at [terminal name], ETA/ATA [date/time]. We request joint survey prior to release.”
• Commodity profiles. We maintain internal set-points and tolerances across our fresh and frozen range, from Red Radish and Carrots (Fresh Export Grade) to Premium Frozen Okra and Frozen Mixed Vegetables. If you need the latest version for your program, View our products and ask us for the matching handling spec.

Here’s the thing. Most claims aren’t won by argument. They’re won because the paper trail is complete and the time stamps line up. We’ve learned that the hard way so you don’t have to. If you build these steps into your SOP, your 2026 reefer claims will be shorter, calmer, and more successful. And your cargo will arrive better, too.