Deviations from your standard hygiene code must always be documented. This isn't just required, but also your safety net if something goes wrong later. In this article, you'll learn exactly what you need to record and how to organize it best.
Why record deviations?
You have a hygiene code with standard procedures. But sometimes reality differs. The cooler breaks down, a supplier is late, or you need to use a product even though it's almost past its date.
⚠️ Note:
Every deviation that could affect food safety must be recorded. During a food safety inspection or complaint, you can then prove you acted consciously.
What exactly do you need to record?
For each deviation, you document five things:
- What: Which procedure deviated?
- When: Date and time
- Why: Cause of the deviation
- Action: What did you do?
- Who: Who made the decision?
💡 Example:
Cooler breaks down on Sunday:
- What: Cooling temperature rose to 12°C (standard: max 7°C)
- When: January 15, 2025, 14:30
- Why: Compressor failure
- Action: Moved products to backup cooler, called technician
- Who: Chef John Bakker
Common deviations
You'll encounter these situations often in the kitchen:
- Temperature deviations: Cooler malfunction, keeping warm below 60°C
- Deliveries: Products too warm, damaged packaging
- Shelf life: Product just past date but still good
- Cleaning: Equipment not cleaned on time due to staff shortage
- Allergens: Different supplier with different ingredients
💡 Example:
Yogurt 1 day past expiration date:
- What: Greek yogurt used 1 day after best-by date
- When: January 20, 2025, 10:00
- Why: Forgot to order, product looked fine
- Action: Checked visually and by smell, only used for hot dishes
- Who: Sous Chef Maria Jansen
Digital vs. paper records
Many kitchens still use paper forms. It works, but has drawbacks:
- Forms get lost
- Handwriting is hard to read
- Searching back takes a lot of time
- No backup if paper disappears
Digital recording (for example in an app like KitchenNmbrs) makes it easier to search later. Especially useful during inspections.
⚠️ Note:
Whether you work digitally or on paper: the recording itself remains your responsibility. An app doesn't record automatically. You have to enter the deviation.
How long to keep records?
Keep deviation records for at least 2 years. In many countries this is legally required. For products with longer shelf life, sometimes longer.
Make regular backups of digital records. For paper records: make copies and store in different locations.
How do you record a deviation? (step by step)
Report the deviation immediately
As soon as you notice something deviates from your standard procedure, record it right away. Don't wait until the end of the day, or you'll forget details.
Note the five W-questions
Write down: What went wrong? When did it happen? Why did it happen? What action did you take? Who made the decision?
Keep the record safe
Make sure the record doesn't get lost. For paper: copy and store in different places. For digital: check that a backup is being made.
✨ Pro tip
Create a standard template for deviations with the five W-questions. That way you won't forget anything and it goes faster.
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 have to record every small deviation?
Everything that could affect food safety must be recorded. A forgotten temperature check doesn't, but a cooler breaking down does.
What if I discover the deviation later?
Record it anyway, but note when you discovered it and when it probably happened. For example: 'Discovered at 14:00, probably happened around 10:00'.
Can I report deviations verbally?
Verbal reporting is good for immediate action, but you must always document it in writing too. During an inspection or complaint, you need proof.
How long does it take to record a deviation?
Maximum 2-3 minutes per deviation. It takes more time to figure out what happened afterwards than to record it right away.
What if my staff doesn't record deviations?
Make it part of training and explain why it's important. Not for inspections, but for everyone's safety. Check regularly if it's being done.
📚 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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