The same daily rate can include different services. Start with the vehicle and cargo requirements, then list what each offer includes, charges separately or leaves unresolved.
Drive and energy arrangement
Ask separately how refrigeration is powered on the road and while parked. A vehicle-engine-driven unit can also offer electric standby; the Thermo King V-800 family illustrates this combination. For an independently powered unit, clarify its fuel supply and how consumption is measured.
Request the scope line by line. Ask separately about vehicle fuel and unit fuel. State who covers chassis and body service, refrigeration-unit service, tyres and consumables, fault diagnosis and scheduled maintenance. Show minimum rental days, mileage limit and excess charge, VAT, cleaning, pickup/drop-off, deposit and damage excess separately from the daily rate.
| Quote field | Written question | Comparison record |
|---|---|---|
| Drive and energy | Which supply powers road and parked operation? | Vehicle and unit model/operating arrangement |
| Fuel and service | Who covers vehicle/unit fuel and chassis/body/unit service? | Included, excluded, measurement and billing |
| Usage limits | What are minimum days, mileage, excess, VAT and cleaning? | Unit, threshold and example calculation method |
| Handover and deposit | Where are pickup/drop-off, deposit and damage excess defined? | Amount, refund conditions, responsible party |
| Breakdown and replacement | When, with what capacity and temperature, is replacement supplied? | Time commitment, compatibility, record |
| Data access | How are logger, alarm and temperature reports retrieved? | File format, access owner, retention |
A replacement vehicle means compatible capacity
Alongside 'replacement vehicle provided', ask for the reporting contact, target arrival time, handover location and load-transfer arrangements. The replacement must meet the load's body dimensions, payload, temperature and recording requirements. Plan where and under what conditions the goods will wait before it arrives.
Define operating parameters before the quote
Write product type, starting temperature, target range, loading method, lid openings, full route and dwell time, ambient scenario, vehicle position and record points. If the vehicle or unit does not fit those parameters, a lower daily rate does not rescue the comparison.
Check the device, sensor positions and recording interval against the monitoring plan for your product. Before handover, demonstrate that a sample file can be downloaded and its timestamps read. FAO HACCP monitoring guidance explains planned methods and frequency for food; a carrier's tracking screen alone may not show product temperature.
Short and long-term calculation
Rent may start with billed days × daily rate, but contractual minimums, fixed fees and excess use can change the total. Compare energy, delivery, cleaning and other extras on the same VAT basis. A refundable deposit creates a cash requirement; do not count the refunded portion again as a usage expense. Compare long-term hire and purchase over the same operating period and service scope.
Data and handover check
At handover, link body/chassis condition, internal dimensions, doors and seals, unit model, fuel level, logger and alarm access, sensor position, existing records and acceptance measurement with photos and signatures. Comparing handover and return on the same form reduces later disputes over scope.
Ask for three separate totals: confirmed hire and service charges, usage-dependent charges, and deposits subject to refund conditions. This separates initial cash requirements from the eventual rental cost.
Use the refrigerated vehicle cost guide to compare owned equipment and the cold-chain emergency plan to prepare for protecting goods during a breakdown.
