Agreements with suppliers about shelf life and transport are crucial for food safety. Many hospitality entrepreneurs think they only need to check upon arrival, but you're already liable from the moment you order. This article explains what agreements you need to make and how to protect yourself.
Why transport agreements are so important
As an entrepreneur, you're responsible for the food safety of everything you serve. That responsibility doesn't start in your fridge, but already during transport from supplier to your door.
⚠️ Heads up:
If a guest gets sick from spoiled meat that got too warm during transport, you're liable. Not the supplier, unless you can prove they didn't keep their agreements.
What agreements do you need to document?
Make written agreements on these points. A handshake isn't enough if something goes wrong:
- Transport temperature: Maximum 4°C for chilled products, -18°C for frozen
- Maximum transport time: How long can the trip take?
- Packaging: How are products protected against temperature fluctuations?
- Check upon arrival: Who measures the temperature and how is this recorded?
- Action if deviation: What happens if the temperature is too high?
💡 Example transport agreements:
Meat and fish:
- Transport at max 2°C (not 4°C for extra safety)
- Maximum 4 hours in transit
- Insulated boxes with cooling elements
- Temperature logger in each box
Upon arrival above 4°C: product is rejected and replaced.
Check upon arrival: your responsibility
Even with good agreements, you must check every delivery. These are your mandatory checks:
- Measure temperature: Stick a thermometer into the product (not the packaging)
- Check shelf life: Is the date still sufficient for your use?
- Inspect packaging: No tears, dents or other damage
- Record everything: Time, temperature, supplier, who checked
💡 Example registration:
Delivery March 15, 2024, 09:30
- Supplier: Van der Berg Meat
- Product: Beef tenderloin 2kg
- Temperature upon arrival: 1.8°C ✓
- Best before: March 18 ✓
- Checked by: Sarah
What do you do if there are deviations?
Sometimes things go wrong. Then it's important that you act immediately:
- Reject the product: When in doubt, always reject, even if it "probably is fine"
- Call the supplier immediately: Report the problem and ask for a replacement
- Record everything: Take photos, note the temperature, time and date
- Don't take risks: Better to skip a dish for one evening than have sick guests
⚠️ Heads up:
"It still looks fine" is not an argument. You can't always see, smell or taste bacteria. Go by temperature and shelf life date.
Digital registration vs. paper
Many kitchens still work with paper lists for delivery checks. This has disadvantages during an inspection or claim:
- Paper can get lost or wet
- Finding specific deliveries takes a lot of time
- Handwriting isn't always legible
- No automatic backup
Digital registration in an app like KitchenNmbrs makes it much faster to look back during inspections. You can immediately show what you checked and when. But note: the app doesn't register automatically. You still have to measure the temperature and enter it.
Practical tips for better supplier conversations
💡 Negotiation tips:
- Ask for temperature loggers for expensive products (meat, fish)
- Don't order too close to the shelf life date (minimum 3 days margin)
- Make agreements about replacement if there are deviations
- Ask about their HACCP certificates
How do you make good transport agreements? (step by step)
Make written agreements
Document: maximum transport temperature (2°C for meat/fish, 4°C for dairy), maximum transport time, type of packaging and who checks upon arrival. An email or WhatsApp is sufficient, as long as it's in writing.
Set up a check protocol
Determine who on your team checks deliveries and how. Always measure the core temperature of the product, check the shelf life date and inspect the packaging for damage.
Record everything systematically
Document every delivery: date, time, supplier, product, temperature upon arrival and who checked. Keep these records for at least 2 years for potential inspections or claims.
✨ Pro tip
Take photos of the thermometer in case of doubt. These are stronger evidence than just a note, should there be a dispute with the supplier later.
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
Can I accept a product that is 5°C upon arrival?
No, chilled products must be maximum 4°C upon arrival. At 5°C or higher, you reject the product and ask for a replacement.
Who is liable if transport takes too long?
You're always ultimately responsible for what you serve. That's why written agreements with suppliers are so important - then you can hold them accountable if they don't keep their agreements.
Do I have to check every delivery or can I do spot checks?
You must check every delivery for temperature and shelf life. Spot checks are not sufficient for food safety.
What if my supplier doesn't have temperature loggers?
Then you measure it yourself upon arrival and record it. For expensive products, you might consider switching to a supplier that does use temperature loggers.
How long do I need to keep delivery records?
Keep all check records for at least 2 years. During an inspection or claim, you need to be able to show that you checked everything.
📚 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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