Hygiene code review is legally required and must be recorded periodically. Many restaurant owners forget to register this, which can cause problems during NVWA inspections. In this article you'll learn how to record and organize this correctly.
What is the hygiene code and why record it?
The hygiene code contains the food safety rules for your type of business. As an owner, you're required to review these regularly with your staff and record it. It's not just about new employees, but everyone who works with food.
⚠️ Note:
Not registering can lead to warnings or fines during inspections. The NVWA wants to see that you're actively engaged with food safety.
What do you need to record?
For each hygiene code review, record the following:
- Date of the review - when it took place
- Attending staff - who was present
- Topics discussed - which parts of the code
- Duration of training - how long it lasted
- Signatures - from all participants
💡 Example registration:
Date: March 15, 2024
- Present: John (chef), Marie (sous chef), Peter (cook)
- Topic: Temperature control and allergens
- Duration: 45 minutes
- Signatures: All three present
How often do you need to do this?
The frequency depends on your type of business, but general guidelines are:
- New staff: Within 2 weeks of starting
- Existing staff: At least 1x per year
- When procedures change: If procedures are updated
- After incidents: Following food safety problems
Digital vs. paper registration
Many kitchens still use paper lists, but digital registration has advantages:
💡 Digital advantages:
- Won't get lost or damaged
- Quick to find during inspections
- Set automatic reminders
- Save photos of signatures
Apps like KitchenNmbrs have a HACCP module where you can record trainings and automatically get reminders when it's time for a new review.
What to do during an NVWA inspection?
When the NVWA visits, they often want to see:
- Records from the last 2 years
- Who was trained when
- Whether new staff were instructed on time
- Whether trainings are current (not older than 1 year)
⚠️ Note:
Keep records for at least 2 years. Also from staff who have since left. The NVWA can ask for historical data.
Registration template
A simple template you can use:
💡 Basic template:
Hygiene code training - [Date]
- Trainer: [Name]
- Participants: [Names]
- Topics: [List]
- Start time: [Time] - End time: [Time]
- Signatures: [Space for signatures]
- Remarks: [Any special notes]
How do you record hygiene code review? (step by step)
Plan the training and invite staff
Choose a time when all relevant staff can be present. Communicate in advance what will be discussed and how long it will take. Schedule this during quiet periods, not just before service.
Prepare the topics and conduct the training
Determine which parts of the hygiene code you'll discuss. Focus on practical matters like temperature control, allergens, and hygiene. Keep it interactive and ask for examples from your own kitchen.
Record everything immediately after
Note the date, time, attendees, and topics discussed. Have all participants sign. Save this digitally or in a fixed folder. Set a reminder in your calendar right away for the next training in 12 months.
✨ Pro tip
Set a reminder in your calendar right after each training for 11 months later. This way you're always on time for the next review and prevent long gaps between trainings.
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 need to review the entire hygiene code each time?
No, you can split it into topics. Focus each session on 2-3 important themes like temperatures, allergens, or cleaning. Make sure you've covered all topics over the course of a year.
What if a staff member refuses to sign?
Explain why this is important for food safety and your business. If someone continues to refuse, note this with date and witnesses. You then have proof that you offered the training.
Can online trainings also serve as proof?
Yes, as long as you can show who completed which training when. Print out certificates or save screenshots. Preferably combine this with practical instruction in your own kitchen.
How long do I need to keep records?
At least 2 years, but 3 years is safer. Also from former staff. In case of an incident or complaint, the NVWA will want to look back to see if someone was trained correctly.
What if I forgot to record trainings?
Start recording now and plan new trainings right away. You can't retroactively prove trainings happened without records. Focus on the future and make sure it doesn't happen again.
📚 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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