Purpose
This document aims for continuous improvement to ensure that products carried in reefer containers are handled correctly and can be successfully exported and sold for best value. It defines the minimum processes and checks required as a container moves from the depot to the vessel, focusing on preventative actions and clearly defining responsibilities in the value chain. This document does not replace any contracts or SLAs between parties, nor does it assign blame when issues arise.
Scope
- Container booking
- Export Documentation (Line)
- Container Depot
- Road Haulier (Depot to Pack Store)
- Exporter / Pack Store / PPECB
- Road Haulier (Pack Store to Export Terminal/Depot)
- Export Container Terminal
- Export Containers Stored at Depot
- Container Temperature Readings
- Reporting Procedure
- Tailboard Inspections
- Directs to Vessels
Definitions
- Pack Store: Place where product is stuffed into the container.
- Haulier: Enterprise operating trucks/trailers transporting containers, including drivers and subcontractors.
- Line: Shipping Line operating the containers.
- Depot: Company storing and preparing empty containers prior to collection.
- Export Terminal: Area where a container is stored after customs and before vessel loading (e.g., SAPO or Fruit Produce Terminal Cape Town).
Occupational Health and Safety
The health and safety of all people entering any premises mentioned in this document is paramount. Entry is at one’s own risk, and all must be aware of:
- The Occupational Health and Safety Act
- Each business’s Health and Safety procedures
It is the responsibility of each person to exercise due care and follow all Health and Safety rules.
Minimum Standards
1. Container Booking
- Exporter books container with the Line.
- Correct temperature, booking code, and point of loading must be clearly stated (use PPECB Q67 format).
2. Export Documentation
- Before stamping the CTO with date and time, ensure booking and CTO details correspond.
- All export CTO or transport documents must reflect product, temperature setting, regime codes, and ventilation settings. All copies must be legible.
- In the absence of release instruction from the line, the CTO with the line’s stamp is used as official release.
Deadlines/Identifications:
- 24–48 hours prior to load time.
- Special shipments (controlled atmosphere, cold steri, super freeze) must be identified with a stamp on the CTO.
- Container release to reach depot by 2pm.
- Pre-draw from 15h00–23h00.
- Releases after 2pm allow pre-draw only after 23h00.
- Documents to be handed in daily to SAPO before 17h00.
- Depots will not accept CTOs with blotted out information.
Risk and Liabilities: Exporters/Agents/Lines
3. Container Depot
- Prepare containers in line with customer and cargo standards.
- Tracking as per agreement or depot SOP.
- Prior to loading, verify CTO details with release details for:
- Container size & type
- Temperature setting
- Vent setting
- Special instructions
- Mismatches/discrepancies to be fixed within 15 minutes; do not load a mismatch.
- Report mismatches to responsible parties.
- At loading:
- Check for valid reefer
- Wash passed by PPECB (seal on door)
- PTI passed by Depot/PPECB
- Within date (sticker on unit with PPECB signature/stamp)
- Remove all old stickers
- Set temperature, vent, humidity, CO₂ & O₂ as per PTI procedure
- Check settings correspond with CTO and/or depot pickup slip
- Temperature must be set in Centigrade (°C) as per CTO
- Fill in customer commodity sticker if applicable
Risk and Liabilities: Haulier/Depot
- Before truck leaves depot, ensure:
- No discrepancies between release and CTO
- All processes checked by haulier and depot dispatch clerk
- No release if discrepancies exist until approval by customer/line
4. Road Haulier (Depot to Pack Store)
- Haulier collects empty container from depot and delivers to consignor (Packer/Exporter)
- Haulier must have stamped CTO from the line
Recommendations:
- Haulier should verify all temperature settings with depot official before leaving
- If discrepancies, depot to create alternative and provide space for offloading
- SAPO may use a “Depot Approved Alteration” stamp for corrections
Upon arrival at depot:
- Depot pickup slip (if issued) must correspond with CTO
- Depot dispatch clerk should confirm settings to haulier
- Depots must provide sufficient lighting for night checks
Settings to confirm/show as per CTO:
- Temperature
- Ventilation
- Humidity
- Curtain for CA containers, CO₂/O₂ settings
At collection:
- Check correct container type and size is loaded; numbers must match documentation
- Verify PPECB approved units are released
- Check for and report visible damage (punctures, dents, corner post integrity)
- Never accept or leave depot without verifying pickup slip or CTO
- Sign depot pickup slip or CTO if correct
- Before removing container, check:
- Right container and CTO
- Unit equipped with cable and plug
- If genset attached, switch on and verify running and settings
- Yellow or Blue PPECB tags must be on the door
- Use checklist to ensure box is in good condition
Note: Containers must not run on gensets if empty except for checks or at Pack Store under supervision.
5. Exporter / Pack Store / PPECB
- Ensure container has PPECB seal and valid PTI sticker from PPECB and/or Depot
- Never start loading without proper documentation and ensuring all details are correct
- Before loading, PPECB or exporter/packer must ensure product matches CTO/transport document
If documentation changes are needed:
- Special arrangements must be in place for Export Terminal to accept units and place in stack
- CTO may only be voided/spoilt for POD or vessel change
- Original CTO to be voided by drawing a line and writing “CANCELLED” with a note explaining the change
- New CTO to be printed, passed by CTO operator, and handed to haulier before delivery to Export Terminal
- Haulier to check that Amending CTO matches the note on the original CTO
Checks:
- Temperature/ventilation setting against CTO
- Temperature regime code
- Cross-check Partlow chart (if applicable)
- Cross-check Line/Depot’s Reefer Sticker
- Pack Store to check with haulier that unit cable and plug are in place
- Pack Store to have power to verify temperature
If any checks are incorrect, do not load.
Depot/Line must be contacted to correct settings before entering Export Terminal or storage area.
If cargo is not available:
- Pack Store/Exporter must contact Line/Agent for instructions (return empty or authorize changes)
Deadlines/Identifications:
- All corrections of temperature/setting problems to be done at pack store (if within 20km) or via depot
- All changes under genset conditions must take place at Pack Store
- Pack Store to notify Depot of changes for verification
- PPECB to double-check corrections in terminal
6. Road Haulier (Pack Store to Export Terminal/Depot)
- Haulier ensures container doors are properly closed and sealed when collecting full container from Pack Store and delivers to Export Terminal/Depot
- Deliver full container to stack or depot as quickly as possible
7. Export Container Terminal (SAPO & Others)
- Haulier hands CTO document in at A Check reception to confirm booking and check documentation
- Haulier proceeds to P check for physical check (damages, door closure, cable/plug)
- Container number, seal number, truck registration, ISO code, and position are captured
- TID is printed and collected by driver before off-loading at reefer yard
- Container is stacked and plugged in within 1 hour by terminal staff under Reefer Coordinator supervision
Hauliers must report any problems after departure from Pack Store
- Due to cable theft risk, haulier must check cable and plug at A check and confirm to terminal
- Doors must be properly closed
If information is wrong or unit is incorrect, it will not be allowed into reefer stacking area.
Driver to contact Line as per transport documentation.
If defects are found, container will not proceed. Special arrangements may be made for a holding area.
Risk and Liabilities: Road Haulier/SAPO, Export Terminal/Haulier/Operator
8. Export Containers Stored at Depot
- Depot will not accept full live reefers without proper notification of:
- Customer account responsibility
- Container numbers
- Temperature
- Vent setting
- Commodity
- Special instructions
- On arrival, haulier must report to gate for verification and ensure depot is aware of full live reefer before offloading
- Driver to report defects and confirm status of cables and plug
- Depot must stick live reefer sticker on container
- Verify reefer details with pre-notification and only accept if 100% verified
Risk and Liabilities: Third Parties/Export Terminal, Export Terminal Operator/Depot/PPECB
- Plug container onto power within one hour and verify temperature against CTO
- Any errors/deviations: switch off container, contact customer/Line, and action fault
- Containers monitored by depots as agreed with customer/Lines
9. Container Temperature Readings
- As per clause 7 & 8
- Third-party companies may monitor containers as agreed
- PPECB audits readings and Export Terminal documentation during daily audits
10. Reporting Procedure – Export Terminal
- Once a day for non-specials, twice a day for specials
- Ad hoc within 24 hours
- PPECB will physically audit container set points on a spot check basis
If temperature deviation:
- Export Terminal reefer coordinator switches off container and reports to senior cargo coordinator
- Senior cargo coordinator contacts Line and PPECB
- Line contacts technician of specific depot
- Technician reports to reefer office, completes visitation report, and is escorted to faulty container
- If not repairable, technician reports to Line
- If container is stacked 2/3 high, it will be placed in a safe position for technician
- Line/PPECB to contact Exporter and await instructions
- Malfunctions to be attended to within 1.5 hours from call
- If unit cannot be repaired, Line to contact Exporter and PPECB
- Technician completes technical report and gives copy to Export Terminal
- PPECB must be informed of outcome
- PPECB and Exporter to decide next steps (unpack, repack, re-inspection, dispensation)
Container temperature change requests:
- Must be channeled via Line’s Booking desk to inform Terminal Operations, who will contact Depot reefer technician
- All changes must be requested in writing
11. Tailboard Inspections – Re-inspection of Cargo
- Same procedure applies to Import and Export containers
- Line to inform customers; all parties meet at reefer office (Export Terminal, Container Operator, Customers, Customs, PPECB)
- Inspection by PPECB and Maintenance Sub-Contractors
- All private persons enter terminal at their own risk
- Same procedure applies to import reefer containers; report to Customs and Line
12. Directs (After Stack Arrivals)
- Checks as per paragraph 7
- If deviation is discovered, container must be unplugged and vessel agent contacted
- Line to issue corrective action to vessel and/or depot call-out technician
- PPECB to report findings to Exporter
- Any deviation will not be allowed into terminal
- Deviations onboard at time of coupling must be reported by Vessel prior to sailing
- Changes to be done within 1 hour; Agent to inform PPECB/Exporter
Risk and Liabilities:
- Lines/Export Terminal/PPECB
- Export Terminal/Lines/Third Parties
- Export Terminal/Line
R Robinson PPECB