Due diligence for food safety means you can demonstrate that you're monitoring the main risks. During an NVWA inspection or incident, you need to be able to prove that you've taken measures. These minimum registrations protect both your guests and yourself legally.
The 4 minimum registrations for due diligence
You don't need to record everything, but these 4 points are essential to demonstrate that you're operating responsibly:
- Temperature checks: refrigeration, freezer and reheating
- Delivery checks: what came in and in what condition
- Cleaning records: when and what was cleaned
- Allergen information: which allergens are in which dish
💡 Example daily registration:
Monday 15 January:
- Refrigerator morning: 3°C ✓
- Freezer morning: -18°C ✓
- Fish delivery: 2°C, fresh, no damage ✓
- Fryer cleaned: 14:30, John ✓
Time required: 5 minutes per day
Temperature registrations: your most important proof
Temperature is the biggest risk factor for food poisoning. Register at minimum:
- Refrigeration: daily, aim for 0-4°C
- Freezer: daily, must be below -18°C
- Reheating: core temperature 75°C for high-risk products
- Keeping warm: above 60°C if you have a buffet
⚠️ Note:
A single off temperature isn't a disaster. But if you haven't recorded anything at all, you can't prove during an incident that you normally do check.
Delivery checks: what came in?
Note the key checks for every delivery:
- Temperature: especially for fish, meat and dairy
- Shelf life: is the date still well ahead?
- Packaging: damage, strange smells
- Supplier: who delivered what and when
💡 Example delivery registration:
Tuesday 10:30 - Fish Shop Jansen:
- Salmon: 1°C, shelf life until 18/01 ✓
- Shrimp: 2°C, packaging intact ✓
- Approved: driver signature ✓
Cleaning records: proof of hygiene
You don't need to note every dishcloth, but do register the critical equipment:
- Fryer: when filtered and cleaned
- Oven: thorough cleaning
- Cutting boards: replacement or disinfection
- Dishwasher: cleaning and descaling
Allergen information: legal requirement
In the EU you're required to provide allergen information. Register per dish which of the 14 main allergens it contains:
- Gluten, eggs, milk, nuts, shellfish
- Fish, soy, celery, mustard, sesame
- Peanuts, lupine, mollusks, sulfites
⚠️ Note:
If a guest has an allergic reaction and you can't demonstrate which allergens were in the dish, you face major liability risk.
Digital vs. paper registration
Both are allowed, but digital has advantages:
- Search: find registrations from months ago in seconds
- Backup: no risk of losing or damaging records
- Overview: trends and patterns are easier to spot
An app like KitchenNmbrs helps keep these registrations digital and find them quickly during inspections. But remember: the app doesn't register automatically - you need to enter the temperatures and checks.
Storage: minimum 2 years
Keep all your food safety registrations for at least 2 years. During an incident or inspection, you need to be able to demonstrate what you did on specific dates.
💡 Practical tip:
Start small: begin with just fridge and freezer temperatures. Once that becomes routine, add delivery checks. Build it up step by step.
How do you set up minimum food safety registration?
Start with temperature checks
Measure your refrigerator and freezer every morning. Note date, time, temperature and your initials. This alone shows that you're monitoring the biggest risks.
Add delivery checks
Check the temperature of chilled products with every delivery and note supplier, time and findings. Sign off if everything is good, note any deviations if there are any.
Register critical cleaning
Note when you clean your fryer, oven and other critical equipment. Date, what was done, by whom. You don't need to record all daily cleaning.
Document allergens per dish
Create a list of all dishes with which of the 14 main allergens they contain. Update this when you change recipes or add new dishes.
✨ Pro tip
Start with just fridge and freezer temperatures. Once that becomes routine after 2 weeks, add delivery checks. Build it up step by step instead of trying to do everything at once.
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 minimum food safety registration take per day?
About 5-10 minutes per day. Measuring and recording temperatures takes 2 minutes, registering deliveries only happens when deliveries arrive, cleaning you note as you do it.
What happens if I forget to register one day?
One missed day isn't a problem. It's about the pattern showing you exercise due diligence. Try to be as consistent as possible though.
Do I need to register all temperatures or only deviations?
Register all measurements, including the good ones. During an inspection, the NVWA wants to see that you check structurally, not just when there are problems.
Can I get by with a cleaning schedule without registration?
A schedule shows your planning, but not execution. Register at least the critical cleaning to prove it actually happened.
What temperature is too high for refrigeration?
Above 7°C becomes risky, above 10°C is really dangerous. Aim for 0-4°C and intervene at temperatures above 5°C.
Do I need to have the driver sign off on every delivery?
Not required, but helpful if there are deviations. If everything is good, your own registration of supplier, time and findings is sufficient.
📚 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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