Picture this: your supplier drops off fresh seafood during your busiest prep hour, and your team quickly stashes everything in the cooler without checking temperatures or expiration dates. Hours later, you discover the fish arrived at 8°C instead of the required 2°C. Now you're facing potential food poisoning risks and lost revenue.
Check temperature upon arrival
Temperature verification is your first line of defense against receiving spoiled products. You can't always see bacterial growth, but temperature tells the real story.
? Example temperature registration:
Delivery Thursday 10:30:
- Fresh fish: 2°C (good, below 4°C)
- Meat: 6°C (too warm, max 4°C)
- Frozen: -16°C (good, below -12°C)
Action: Meat rejected
- Chilled: Maximum 4°C
- Frozen: Maximum -12°C
- Dry products: Room temperature (also check for moisture)
Assess shelf life and quality
Expiration dates and visual condition checks prevent you from accepting products that'll spoil before you can use them. This mistake costs the average restaurant EUR 200-400 per month in wasted inventory.
⚠️ Watch out:
Products with a short shelf life (1-2 days) are better rejected, unless you use them immediately. Otherwise you risk them spoiling before you can process them.
- Expiration date: Valid for at least 3-4 days
- Packaging: Intact, no tears or dents
- Color and smell: Normal for the product
- Meat/fish: Firm structure, no slime
Record supplier and batch number
Documentation of supplier details and batch numbers becomes critical during recalls or food safety incidents. You'll need this information to trace contamination sources quickly.
? Example registration:
Beef from Butcher Jansen:
- Supplier: Butcher Jansen
- Batch number: RV240215-A
- Slaughter date: 12-02-2024
- Shelf life until: 18-02-2024
In case of problems you can contact them directly
Identify and mark allergens
Allergen documentation protects your customers and your business from cross-contamination incidents. Kitchen staff need clear visibility of what allergens they're handling.
- Read packaging: All allergens are listed
- Store separately: Nuts, fish, shellfish separated
- Mark clearly: Clear labels on storage
- Inform team: Pass on new allergens
⚠️ Watch out:
Suppliers can change recipes. A product that previously contained no nuts may suddenly contain nuts. Always check again.
Store at correct location and temperature
Immediate proper storage extends shelf life and maintains food safety. Each product category has specific temperature requirements for optimal preservation.
? Example storage temperatures:
- Meat and fish: 0-2°C
- Dairy: 2-4°C
- Vegetables: 4-7°C (most types)
- Potatoes: 8-12°C (dark, dry)
- Frozen: -18°C or colder
Digital vs. paper registration
Recording systems each offer distinct advantages. Paper works fast but risks getting lost, while digital systems provide searchability and backup options.
- Paper: Quick, no technology needed, but risk of losing it
- Digital: Easy to search, automatic reminders possible
- Photos: Of batch numbers and labels as backup
- Retention requirement: Keep all records for at least 2 years
Digital tools help streamline delivery documentation with photo capabilities and automated alerts, but the actual registration process remains your team's responsibility.
Related articles
How do you register a delivery? (step by step)
Measure and record temperature
Measure the temperature of all chilled and frozen products with a digital thermometer. Record time, product and measured temperature. Reject products that are too warm.
Check shelf life and quality
Check all expiration dates and the condition of packaging. Look at the color, smell and structure of fresh products. Reject products that expire within 2 days.
Record data
Register supplier, batch number, expiration date and any allergens. If possible, take a photo of the batch number. Keep this information for at least 2 years.
✨ Pro tip
Assign one specific team member to handle all deliveries during each 4-hour shift. This creates accountability and ensures consistent documentation standards across your entire receiving process.
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 really have to register every delivery?
What if I can't find the batch number?
How long do I need to keep delivery data?
What if the temperature is too high upon delivery?
Who is allowed to check and register deliveries?
Should I photograph batch numbers and labels?
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
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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