A quarterly check of your food safety processes prevents small problems from becoming big issues. Many hospitality entrepreneurs do this ad hoc, which means they miss risks. In this article you'll learn how to do a complete check of all your HACCP processes in 2 hours per quarter.
Why a quarterly check is essential
Food safety isn't a daily routine - it's a system that needs maintenance. Temperature loggers get out of calibration, cleaning schedules get forgotten, and staff develop bad habits.
⚠️ Watch out:
During an NVWA inspection, they don't just look at today - they look at your records from the past months. Gaps in your documentation can be expensive.
What you check during a quarterly review
Focus on the 4 critical areas where things usually go wrong:
- Temperature recording: Are all devices set correctly and logged?
- Cleaning processes: Are all schedules followed and documented?
- Supplier control: Is the administration of incoming goods correct?
- Allergen information: Is all information up-to-date and accessible?
Check temperatures and equipment
Start with your refrigeration and freezers. This is where things go wrong most often and has the biggest impact.
💡 Example refrigeration check:
Walk-in cooler restaurant:
- Set temperature: 2°C
- Actual temperature: 4°C (too high!)
- Last 30 days: 12 days above 4°C
- Action: Call technician, adjust temperature
Also check your thermometers. Many entrepreneurs forget that digital thermometers need to be calibrated. A thermometer that reads 2 degrees too low gives you a false sense of security.
Cleaning schedules and documentation
In many kitchens, cleaning schedules only exist on paper. The reality is often different.
Check per piece of equipment:
- How often is it scheduled?
- How often was it actually done?
- Who did it?
- Is it documented?
💡 Example fryer check:
Fryer downtown restaurant:
- Schedule: daily cleaning, weekly deep clean
- Reality: 4 out of 7 days recorded
- Deep clean: 2 weeks ago
- Action: Adjust schedule, clarify responsibilities
Suppliers and incoming goods
Check your administration from the past 3 months. Are all deliveries correctly recorded?
Pay special attention to:
- Temperature on arrival: Is this noted?
- Shelf life: Were products rejected if shelf life was too short?
- Damaged packaging: Is this documented?
- Supplier certificates: Are these still valid?
⚠️ Watch out:
Many suppliers quietly let their certificates expire during the pandemic. Check this explicitly - you're co-responsible if you buy from a non-certified supplier.
Allergens and menu information
Allergen information is often created once and then forgotten. But your menu changes, suppliers switch, and recipes get adjusted.
Check per dish:
- Is the allergen information still correct?
- Have new dishes been added?
- Have suppliers changed ingredients?
- Does your staff know where the information is?
Digital vs. paper administration
Paper lists are fragile. They get lost, forgotten, or are illegible when you need them.
Digital recording (for example via an app like KitchenNmbrs) makes quarterly checks faster:
- All data in one place
- Automatic reminders for tasks
- Easy to search when needed
- Overview of who did what and when
💡 Time savings example:
Quarterly check bistro (80 covers/day):
- Paper administration: 4 hours searching and checking
- Digital system: 2 hours analysis and action items
- Savings: 2 hours per quarter = 8 hours per year
Action items and follow-up steps
A check without follow-up actions is pointless. Create a concrete action with deadline for each problem found.
Examples of action items:
- "Adjust cooler by March 15 - call technician"
- "Update fryer schedule - assign responsible person per day"
- "Update allergen list - add new pasta dishes"
- "Train staff on thermometer use - make schedule"
Also schedule your next quarterly check. Put it in your calendar, otherwise it won't happen.
How do you do a quarterly check? (step by step)
Gather all administration from the past 3 months
Collect all temperature sheets, cleaning schedules, supplier receipts and HACCP records. With digital systems: export the data to an overview.
Check temperature records and calibrate devices
Check whether all refrigeration/freezers have stayed within the correct temperatures. Test your thermometers with ice water (should read 0°C). Note any deviations and schedule repairs.
Compare schedules with actual execution
Check per cleaning task whether it was performed and documented according to plan. Identify tasks that are frequently skipped and adjust schedules to match reality.
Check supplier certificates and allergen information
Verify that all suppliers have valid certificates. Update your allergen list for new dishes or changed ingredients. Test whether staff knows where to find information.
Create action list with deadlines and schedule next check
Note all problems found with concrete actions and deadlines. Assign responsible parties. Schedule your next quarterly check in your calendar for 3 months from now.
✨ Pro tip
Schedule your quarterly check during a quiet period (Monday/Tuesday) and do it in the morning when your head is clear. A good check prevents stress during unexpected inspections.
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 long does a quarterly check typically take?
For an average restaurant: 2-3 hours. Larger kitchens or first time can take 4 hours. With digital administration it goes faster because you don't have to search.
What if I find problems during the check?
Distinguish between acute hazards (solve immediately) and structural problems (action list with deadline). Document everything - including your improvement actions.
Do I need to hire an external party for the check?
Not required, but can be useful for objectivity. Many entrepreneurs do it themselves - you know your own kitchen best.
How often should I have devices calibrated?
Thermometers: at least once per year, or if you doubt the reading. Temperature loggers for refrigeration: according to manufacturer instructions, usually annually.
What should I do if my temperature records have gaps?
Be honest about the gaps, explain why they occurred, and take concrete measures to prevent recurrence. Covering it up only makes it worse.
Can an app like KitchenNmbrs fully automate my HACCP?
No, you remain responsible for filling it in and checking it. An app helps with reminders, overviews and searching data.
📚 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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