Restaurant food safety incidents drop by 60% when delivery inspections are done properly. Damaged packaging, incorrect temperatures, or expired dates can make guests sick and destroy your reputation. Every package that enters your kitchen needs a systematic check.
Check the packaging systematically
A thorough inspection prevents problems later. You can't fix contamination once it's in your walk-in cooler. Always examine these elements before signing off:
- Damage: Tears, dents, or holes in packaging
- Temperature: Does the packaging feel cold for chilled products?
- Expiry dates: Check USE BY and BEST BEFORE dates
- Labeling: Product information and allergens
- Moisture: Wet or damp packaging indicates temperature problems
💡 Example fresh fish inspection:
Delivery of 5 kg salmon fillet in polystyrene box:
- Box intact? ✓ No tears
- Temperature? ✓ Feels cold (2-4°C)
- USE BY date? ✓ Still good for 3 days
- Ice present? ✓ Sufficient ice, not melted
- Smell? ✓ Fresh, no fishy odor
Decision: Accept
Expiry dates: USE BY vs BEST BEFORE
These dates aren't suggestions - they're your roadmap to food safety. But they mean different things:
- USE BY: Hard deadline, never exceed
- BEST BEFORE: Quality date, often still good after this date
⚠️ Note:
USE BY appears on fresh products like meat, fish and dairy. NEVER exceed this date. BEST BEFORE appears on products like rice, pasta and canned goods. You can often still use these after the date.
Temperature check on arrival
Fresh products must arrive at the correct temperature. Your thermometer doesn't lie - use it every time:
- Chilled: 0-4°C (meat, fish, dairy)
- Frozen: -18°C or colder
- Dry: Room temperature (vegetables, bread)
💡 Practical example:
Beef delivery at 14:00 on a warm day:
- Packaging feels lukewarm
- Thermometer shows 8°C
- Meat has been in warm delivery van for 2 hours
Decision: Reject - too warm, food safety risk
Recognizing damaged packaging
Damage creates entry points for bacteria. A pattern we see repeatedly in restaurant financials shows that accepting damaged goods leads to higher waste costs within 48 hours. Watch for these warning signs:
- Vacuum packaging: Air bubbles or lost vacuum
- Cans: Dents, rust or bulging lids
- Plastic containers: Tears or loose lids
- Cardboard boxes: Wet spots or crushed corners
Recording inspections
Documentation protects you during health inspections. You need proof that you've done your job properly:
- Date and time of delivery
- Supplier
- Products
- Temperature on arrival
- Accepted or rejected
- Driver signature
💡 Digital recording:
Digital tools like KitchenNmbrs let you record delivery inspections on your phone. Photos of damage, temperature readings and signatures - all stored automatically. Much easier than hunting through paper files during inspections.
How do you check deliveries step by step?
Visual packaging inspection
Check the packaging for damage before touching the products. Look for tears, dents, wet spots or loose lids. Smell it too - strange odors indicate spoilage.
Measure temperature
Insert a thermometer into the product or between packages. Chilled products must be 0-4°C, frozen -18°C or colder. Reject products that are too warm immediately.
Check dates and labels
Check USE BY and BEST BEFORE dates. Verify that allergens are correctly listed. Products expiring tomorrow are better rejected - not enough time to use them.
Record and store
Note the inspection with date, time, temperature and decision. Only then accept the delivery. Store approved products immediately at the correct temperature.
✨ Pro tip
Check expiry dates on the back and sides of packages, not just the front labels. Suppliers sometimes rotate stock poorly, and you'll find dates that expire within 24 hours hidden on package edges.
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
What do I do if the packaging is damaged but the product looks fine?
Reject the product every time. Damaged packaging may have allowed bacteria in, even if you can't see contamination. Food safety always trumps waste prevention.
Can I accept products that expire tomorrow?
With USE BY dates, only if you'll use it today. With BEST BEFORE dates, usually fine if you can realistically use it before spoilage. Always consider your prep schedule.
How do I measure the temperature of frozen products accurately?
Insert the thermometer between packages or directly into the product center. Frozen must be -18°C or colder. Look for ice crystals on packaging - they're a good sign the cold chain wasn't broken.
Should I inspect every single delivery or just random spot checks?
Inspect every delivery without exception. It takes 5 minutes but prevents massive problems. You can work faster with trusted suppliers, but never skip the inspection entirely.
What if suppliers consistently deliver products close to expiry dates?
Negotiate delivery schedules that give you adequate shelf life for your menu rotation. Most suppliers will work with you if it means keeping your business. Document the pattern and discuss alternatives.
How long must I keep inspection records for compliance?
Store records for at least 2 years minimum. During health inspections or foodborne illness investigations, you must prove you checked deliveries properly. Digital storage beats paper filing every time.
📚 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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