Suppliers are a crucial part of your food safety chain. If their quality deteriorates, you risk food poisoning and fines. That's why you need to periodically check if they still meet your standards.
Why supplier assessment is essential
You're responsible for everything you serve. Even if your supplier makes a mistake. During an NVWA inspection or food poisoning incident, you need to be able to demonstrate that you've screened your suppliers.
⚠️ Note:
A supplier who was good 2 years ago might have problems now. Regular checks aren't a luxury—they're a necessity.
What you need to check with suppliers
Focus on the points that directly impact food safety:
- Temperature at delivery: Cooling below 7°C, freezing below -18°C
- Shelf life: At least 2/3 of the shelf life remaining
- Packaging: No damage, clean transport vehicles
- Certificates: Valid HACCP certificate, BRC or IFS certification
- Delivery reliability: Delivers on time, correct products
💡 Example checklist per delivery:
- Freezer truck temperature: -18°C ✓
- Fish: 4 days shelf life remaining ✓
- Meat: packaging intact ✓
- Vegetables: no brown spots ✓
Note any deviations and discuss them directly with the supplier.
How often should you assess
The frequency depends on the risk level and your experience with the supplier:
- New suppliers: Check every delivery for the first 3 months
- Reliable suppliers: Monthly spot checks
- High-risk products: (fish, meat, dairy) more often than dry goods
- After complaints: Temporarily return to intensive checks
💡 Practical example:
Your fish supplier has been delivering perfectly for 2 years. Suddenly, fish arrives that's 1 day past the date.
Action: Refuse the shipment, call the supplier, check every delivery extra carefully for the next 4 weeks.
Red flags with suppliers
These signals mean you need to be extra alert:
- Products regularly arrive too warm
- Shelf life consistently shorter than agreed
- Drivers who are in a hurry, unwilling to wait for inspection
- Invoices don't match delivered products
- Supplier can't show certificates
- Lots of different drivers/vehicles
⚠️ Note:
A supplier who pressures you not to check probably has something to hide. Keep checking.
Administration and documentation
Keep all checks and correspondence. If problems arise, you need to be able to show you did your best:
- Delivery checks with date and findings
- Copies of certificates (update annually)
- Complaints and how you resolved them
- Decision to stop using a supplier (with reason)
Digital registration in an app like KitchenNmbrs makes finding records during inspections much easier than paper folders.
💡 Smart tip:
Take photos of certificates with your phone. That way you always have proof, even if the supplier can't find the originals.
How do you systematically assess suppliers?
Create a supplier list with risk classification
List all your suppliers. Mark high-risk suppliers (fresh meat, fish, dairy) and low-risk (dry goods, cleaning supplies). You check high-risk suppliers more often.
Check each delivery on key points
Check temperature, shelf life, and packaging at every delivery. Note any deviations immediately and discuss with the driver. Refuse shipments that don't meet your standards.
Evaluate your suppliers monthly
At the end of each month, review which suppliers caused problems. Decide whether to check more intensively, make different arrangements, or stop using the supplier.
✨ Pro tip
Build a good relationship with your suppliers. If they know you're serious about quality but also fair and reasonable, they'll often work with you to solve problems before they reach you.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
How often should I check supplier certificates?
At least once a year, preferably when renewing your contract. Set a reminder in your calendar. Expired certificates mean you can no longer rely on their quality system.
Can I refuse a delivery if the temperature is wrong?
Yes, you must. You're responsible for what you serve. A temperature that's too warm can mean bacteria have multiplied, even if you can't see it.
What if my supplier doesn't have a HACCP certificate?
Then you're taking a risk. Ask when they'll get one. No certificate often means no systematic approach to food safety. Consider finding another supplier.
Do I need to check all deliveries or can I do spot checks?
With new or unreliable suppliers: check all deliveries. With proven reliable suppliers, you can switch to spot checks, but stay alert for any deviations.
How do I keep supplier information for an NVWA inspection?
Digital is best. Keep certificates, check forms, and correspondence for at least 2 years. Make sure you can find it quickly during an inspection.
What do I do if a supplier suddenly delivers poor quality?
Contact them immediately and discuss the problems. Check more intensively until the issue is resolved. If it doesn't improve: find an alternative supplier.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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