01
What the inspector assesses
The Food Hygiene Rating Scheme considers three areas: hygienic food handling, the condition of your premises and facilities, and confidence in food safety management. Records support that assessment, but an excellent diary cannot make unsafe food handling or unsuitable facilities acceptable.
Inspections may be unannounced. Have a deputy who can explain the procedures and retrieve evidence when the owner or chef is away. A rating reflects the conditions found at the inspection; it is not a permanent guarantee.
| Area | Practical preparation |
|---|---|
| Food handling | Check preparation, storage, cooking, cooling and cross-contamination controls. |
| Premises and facilities | Review cleanliness, repair, handwashing, pest prevention and suitable equipment. |
| Management | Keep suitable HACCP-based procedures, staff supervision and meaningful records. |
02
Check the kitchen, not just the diary
Walk the route food takes from delivery to service. Ask staff to demonstrate the controls they actually use, rather than only point to a written policy.
- Separate raw food from ready-to-eat food in storage, preparation and transport; use suitable cleaning and disinfection controls.
- Check fridge performance, food temperatures where required, stock rotation and use-by dates. Decide what happens when a limit is exceeded.
- Keep handwashing facilities supplied and accessible, with appropriate water, cleaning materials and hygienic drying.
- Inspect food-contact surfaces, equipment condition, cleaning schedules, waste arrangements and signs of pests.
- Confirm current ingredient and allergen information, including substitutions; staff must know how to check rather than guess.
- Review cooking, cooling, reheating and hot-holding methods against the actual dishes and equipment in use.
In practice: A missed or unsafe check needs an honest explanation and corrective action. Never backfill an invented reading to make the record look complete.
03
Make useful evidence easy to retrieve
Organise the food safety management procedures that apply to your business alongside evidence of their implementation. There is no single universal set of diary pages that fits every menu and process.
Keep your records proportionate, current and understandable. Where a check identified a problem, show both the result and what you did about it. A temperature without context or follow-up says little about whether the food was safe.
- Your current HACCP-based procedures and safe methods, including changes to processes or menus.
- Relevant temperature, cleaning, delivery and opening/closing checks, with staff identity and time where recorded.
- Corrective actions, repairs and follow-up checks; supporting photos where useful.
- Supplier and traceability information and up-to-date allergen information.
- Evidence of staff instruction, supervision and training appropriate to their work.
- Previous inspection findings and evidence that identified issues have been addressed.
In practice: Try retrieving a recent day's records and explaining an out-of-range reading before an inspection, not for the first time during one.
04
Brief the team and plan for the visit
Food handlers must receive appropriate supervision and instruction or training for their work. A food hygiene certificate is not generally a legal requirement for every handler; practical competence still matters, and a certificate alone is not enough.
Nominate a person who can accompany the officer, explain controls and locate records. Give staff clear instructions to answer honestly and check when unsure. After the visit, record the findings and assign any required follow-up work.
- Can staff explain how they prevent cross-contamination?
- Do they know the relevant temperature controls and what to do if a check fails?
- Can they locate allergen information and handle a customer's question safely?
- Can someone retrieve the procedures and records if the manager is absent?
- Are previous required improvements actually complete?
