A new chef or sous chef needs to know how your kitchen works from day one. Without proper handover, recipes get lost, portions become inconsistent, and costs spiral. A handover document ensures all important knowledge is preserved.
What belongs in a handover document?
A handover document is more than just a list of recipes. It contains all the information a new chef needs to successfully run your kitchen.
Recipes and portion sizes
The heart of your handover is the recipes. But not just written down - with exact quantities, cooking times, and important tips.
💡 Example recipe handover:
Carbonara (4 servings)
- Spaghetti: 400g (100g per person)
- Pancetta: 120g (finely chopped)
- Eggs: 4 (yolk only)
- Parmesan: 80g (freshly grated)
- Black pepper: generous amount, freshly ground
Tip: Pasta water must boil like a volcano. Never add egg yolk directly to hot pan.
Suppliers and orders
Who supplies what? When do you order? What quality do you accept? This information prevents your new chef from ordering from the wrong supplier or accepting poor products.
- Contact details for all suppliers
- Order lines and minimum orders
- Quality requirements per product
- Price agreements and payment terms
HACCP procedures and temperatures
Food safety is non-negotiable. Document exactly which temperatures need to be measured when and how problems are resolved.
💡 Example HACCP handover:
Daily checks (08:00)
- Fridge 1: between 2°C and 4°C
- Fridge 2: between 0°C and 2°C (fish)
- Freezer: -18°C or colder
- If deviation: alert chef immediately
Core temperatures: Chicken 75°C, beef 65°C, fish 63°C
Food costs and margins
Your new chef needs to know what dishes should cost. Otherwise portions become too large or ingredients are purchased too expensively.
- Cost price per dish (ingredients)
- Desired food cost percentage (usually 28-35%)
- Maximum purchase prices for key products
- Which dishes are most profitable
⚠️ Watch out:
Update food costs regularly. Suppliers raise prices, but many kitchens don't adjust their recipe costs. This means you earn less per dish over time.
Mise en place and preparation
When is what prepared? How much needs to be ready? How long do things keep? This planning determines whether your service runs smoothly.
- Daily prep list with quantities
- Shelf life of prepared products
- Storage instructions (where, how, at what temperature)
- Priority order when time is tight
Staff and task allocation
Who does what? Who can make which decisions? How do you communicate with the front of house? Clear agreements prevent chaos.
💡 Example task allocation:
Evening service (from 16:00)
- Sous chef: hot appetizers + sauces
- Commis: garnish + side dishes
- Chef: meat/fish + expediting
- During rush: sous chef takes over expediting
How do you organize the handover?
Writing a document is one thing. Making sure your new chef understands it and uses it is more important.
Digital vs. paper
Paper folders get lost and aren't updated. Digital documents can be easily modified and shared with the whole team.
- Use an app like KitchenNmbrs to keep recipes and procedures centralized
- Take photos of important preparations
- Share documents with all chefs so everyone has the same information
- Update regularly when something changes
Practical handover
Don't leave your new chef alone with a stack of papers. Walk through the kitchen together and explain everything practically.
💡 Example handover week:
- Day 1-2: Shadow, review recipes, ask questions
- Day 3-4: Cook together, chef guides
- Day 5: Chef cooks independently, old chef supervises
- Week 2: Work independently, daily evaluation
What happens without proper handover?
Without a handover document, you lose valuable knowledge. Every chef who leaves takes recipes, supplier contacts, and procedures with them in their head.
Costly mistakes
A new chef without proper handover makes expensive mistakes. Oversized portions, wrong suppliers, poor planning - it can cost you thousands of euros.
- Inconsistent portion sizes cost an extra 10-15% on ingredients
- Wrong suppliers can be 20% more expensive
- Poor planning leads to waste and stress
- HACCP violations can result in fines up to €10,000
⚠️ Watch out:
Update your handover document every time you make a change. An outdated document is sometimes worse than no document, because it contains incorrect information.
How do you create a handover document? (step by step)
Gather all recipes and procedures
Start with your most important dishes. Write recipes with exact quantities, cooking time, and important tips. Add HACCP procedures, supplier lists, and task allocation.
Organize digitally in one system
Put everything in a digital system like KitchenNmbrs. Create categories for recipes, suppliers, HACCP, and procedures. Add photos where useful.
Plan a practical handover of 1-2 weeks
Let your new chef shadow first and ask questions. Then cook together and gradually give more independence. Evaluate daily and adjust the document where needed.
✨ Pro tip
Take photos of your most important dishes as they should look on the plate. That way your new chef knows exactly how the presentation should be, not just how to prepare it.
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 much time does it take to create a handover document?
For an average restaurant about 2-3 days. Start with your 10 most important dishes and key procedures. You can expand the document later.
Do I need to write down all recipes or just the important ones?
Start with your best-selling dishes and specialties. These generate the most revenue, so mistakes cost the most. You can add simple dishes later.
How do I prevent my recipes from being stolen?
Use a system with access rights like KitchenNmbrs. This way you control who sees what. But remember: a good handover document is more important than secrecy.
How often should I update the handover document?
Update immediately when you change something: new recipes, different suppliers, modified procedures. Also plan a thorough check once per quarter to ensure everything is still correct.
Can I also use a handover document for temporary cover?
Absolutely. When someone is sick or on vacation, a colleague can take over your tasks with a good handover document without quality suffering. It saves stress and mistakes.
📚 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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