During kitchen emergencies you need to act fast, but also document what you did. This helps with NVWA inspections and proves that you acted responsibly. Good documentation can make the difference between a warning and a fine.
What do you record during emergencies?
You must document every deviation from your normal HACCP procedure. This applies to situations like power outages, cooling failures, delivery problems, or equipment breakdowns.
💡 Example emergency:
Your cooling goes down on Sunday. You discover it Monday morning. The temperature has risen to 12°C.
- Time of discovery: Monday 08:30
- Estimated duration of outage: 10-12 hours
- Temperature at discovery: 12°C
- Products checked: meat, fish, dairy
- Action: meat and fish discarded, dairy checked for smell/appearance
Waste costs: €340
The 5 W-questions for every record
Always use the same structure so you don't forget anything:
- What happened? (cooling failure, power outage, delivery problem)
- When was it discovered? (exact time)
- Where in the kitchen? (which cooler, which equipment)
- Who discovered it and handled it?
- Why did it happen? (if known)
What actions do you record?
Don't just record the problem, but also your response:
💡 Example action list:
- Temperature measured for all products
- Visual inspection performed (color, smell, texture)
- Questionable items discarded (€180 meat, €90 fish)
- Remaining products extra checked before use
- Technician called at 09:15, issue resolved at 11:30
- Cooling back to 4°C at 13:00
⚠️ Note:
When in doubt, always throw it away. The costs of food poisoning are much higher than the costs of waste. A sick guest can cost you thousands of euros.
Digital vs. paper records
During emergencies you need to be able to quickly find what happened. Paper records get lost or are hard to search through.
- Paper: write immediately, but scan or photograph later for backup
- Digital: type it into your phone and email it to yourself, or use a HACCP app
- Photos: take photos of the situation, thermometer, discarded products
An app like KitchenNmbrs has an emergency module where you can quickly fill in all the data. This makes searching during inspections much easier.
How long to keep records?
Keep all emergency records for at least 2 years. During an NVWA inspection they can ask about previous incidents and how you resolved them.
💡 Practical tip:
Create a standard emergency checklist and post it in the kitchen. That way you won't forget important steps under stress.
How do you record an emergency? (step by step)
Record the basic information immediately
Write down: date, time of discovery, what happened, and who discovered it. Do this right away, before you start solving the problem. You'll quickly forget details under stress.
Document your checks and measurements
Measure temperatures, visually check products and smell them. Note what you checked and what the results were. Take photos of the thermometer and the situation.
Record your actions and decisions
Write down which products you discarded, what you kept, and why. Also note who you called (technician, supplier) and when the problem was resolved.
✨ Pro tip
Take a photo of your records every month and save them to the cloud. That way you always have a backup if paper records get lost or damaged.
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 record every small deviation?
Yes, record everything that deviates from your normal procedure. Even if you think it's not a problem. During an inspection you show that you're alert and act responsibly.
What if I don't discover the emergency right away?
Note when you discovered it and estimate as best you can when it started. Look for clues like the last time you checked the temperature.
Can the NVWA issue a fine even if I've recorded everything properly?
Good documentation shows that you act responsibly, but it's not a guarantee against fines. It does help demonstrate that you did your best to limit risks.
Should I take photos of discarded products?
That's smart to do. Photos prove that you actually discarded what was no longer safe. It shows that you didn't take any risks with food safety.
How do I prevent forgetting important things under stress?
Create a standard emergency checklist and post it visibly in the kitchen. Practice the procedure with your team so everyone knows what to do when problems occur.
📚 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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