A power outage hits your restaurant at 2 AM on Sunday, and you don't discover it until Monday morning. Your walk-in cooler reads 14°C instead of 4°C. Fast action matters, but so does documentation - the NVWA will want to see exactly how you handled this crisis.
What do you record during emergencies?
Document every single deviation from your standard HACCP procedures. Power outages, cooling failures, delivery delays, equipment breakdowns - they all need proper records.
💡 Example emergency:
Your cooling goes down on Sunday. You discover it Monday morning. The temperature has risen to 12°C.
- Time of discovery: Monday 08:30
- Estimated duration of outage: 10-12 hours
- Temperature at discovery: 12°C
- Products checked: meat, fish, dairy
- Action: meat and fish discarded, dairy checked for smell/appearance
Waste costs: €340
The 5 W-questions for every record
Use this same framework every time so nothing slips through the cracks:
- What happened? (cooling failure, power outage, delivery problem)
- When was it discovered? (exact time)
- Where in the kitchen? (which cooler, which equipment)
- Who discovered it and handled it?
- Why did it happen? (if known)
What actions do you record?
Don't just document the problem - show exactly how you responded. From tracking this across dozens of restaurants, the ones with detailed action logs fare much better during inspections.
💡 Example action list:
- Temperature measured for all products
- Visual inspection performed (color, smell, texture)
- Questionable items discarded (€180 meat, €90 fish)
- Remaining products extra checked before use
- Technician called at 09:15, issue resolved at 11:30
- Cooling back to 4°C at 13:00
⚠️ Note:
Throw it out if you're unsure. Food poisoning costs far exceed waste expenses. One sick customer can cost thousands in legal fees and reputation damage.
Digital vs. paper records
Emergencies require quick access to historical data. Paper records disappear or become impossible to search through efficiently.
- Paper: write immediately, but scan or photograph later for backup
- Digital: type it into your phone and email it to yourself, or use a HACCP app
- Photos: take photos of the situation, thermometer, discarded products
Apps with emergency modules make inspection searches much simpler. You can pull up any incident within seconds instead of flipping through months of paperwork.
How long to keep records?
Store all emergency documentation for minimum 2 years. NVWA inspectors regularly ask about past incidents and your resolution methods.
💡 Practical tip:
Create a standard emergency checklist and post it in the kitchen. That way you won't forget important steps under stress.
How do you record an emergency? (step by step)
Record the basic information immediately
Write down: date, time of discovery, what happened, and who discovered it. Do this right away, before you start solving the problem. You'll quickly forget details under stress.
Document your checks and measurements
Measure temperatures, visually check products and smell them. Note what you checked and what the results were. Take photos of the thermometer and the situation.
Record your actions and decisions
Write down which products you discarded, what you kept, and why. Also note who you called (technician, supplier) and when the problem was resolved.
✨ Pro tip
Document emergency incidents within 2 hours of resolution, not days later. Fresh details matter during inspections, and delayed records look suspicious to NVWA auditors.
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
Do I need to record every small deviation?
Yes, record everything that deviates from your normal procedure. Even if you think it's not a problem. During an inspection you show that you're alert and act responsibly.
What if I don't discover the emergency right away?
Note when you discovered it and estimate as best you can when it started. Look for clues like the last time you checked the temperature.
Can the NVWA issue a fine even if I've recorded everything properly?
Good documentation shows that you act responsibly, but it's not a guarantee against fines. It does help demonstrate that you did your best to limit risks.
Should I take photos of discarded products?
That's smart to do. Photos prove that you actually discarded what was no longer safe. It shows that you didn't take any risks with food safety.
📚 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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