Reserve receiving capacity before moving the stock

Have the destination confirm the quantity it can accept and the timing of the handoff. Record the goods entrance, unloading method and person responsible. A maintenance date in Calgary does not create cold-storage availability at the receiving site.

Identify the exact stock selected for the move. Separate products with different temperature or handling requirements and make the destination aware of the expected order. The receiving team’s preparation should match the consignment being transported.

Count and label by product group

Prepare an inventory with package or pallet counts and commercial references. Keep product identity and batch information attached to the food business’s own records. A transfer between branches still needs an identifiable order, even if no new retail sale occurs.

Measure the finished load and disclose any non-stackable or upright packaging. Smaller consignments may suit refrigerated courier, while larger moves can require refrigerated LTL or a dedicated vehicle. The quantity and deadline determine the appropriate arrangement.

Maintain the agreed condition through the handoffs

The sender should have stock ready under its approved handling process before collection, and the receiver should be ready to take control promptly. In its food-business preventive-control guidance, CFIA addresses transport conditions appropriate to the food. Use the actual product specification in the booking rather than a generic request for a cold truck.

Where monitoring or additional records are required, establish them before movement. GPS location data and a standard POD do not replace the food business’s temperature evidence or product-acceptance decision.

Plan the return after the receiving site is ready

The cooler’s return to service is for the responsible business to confirm. Book a return collection after the goods can be accepted back under the required conditions. Identify any change in package counts or product allocation since the outward movement.

If the situation changes from planned maintenance to a refrigeration failure, the food business should assess the stock and its handling requirements. WTM should not be asked to treat transportation as proof that potentially compromised goods are safe or saleable.

Can the truck hold stock while maintenance continues?

Any holding or storage-related requirement needs a specific agreed service. It is not included automatically in a point-to-point refrigerated delivery.

Can both directions be quoted together?

Yes. Give the outward plan and the expected return requirement, with final collection and receiving times confirmed as each leg becomes ready.

Arrange capacity, product instructions and both handoffs before the maintenance work begins.