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Receiving Food Deliveries: HACCP Checks, Temperatures & Rejection

How to Check Food Deliveries: Temperatures, Inspection & Rejection Criteria

The delivery point is your first line of defence against unsafe food entering the kitchen. Once a contaminated or temperature-abused product crosses the threshold, every subsequent control becomes harder. Effective delivery checks take only a few minutes per drop but prevent problems that could cost thousands in waste, complaints, or enforcement action. UK food law requires businesses to verify that incoming food is safe and traceable, and your HACCP plan should identify delivery as a critical control point for chilled and frozen goods. This article covers exactly what to check, what temperatures to accept, and when to reject.

Key takeaways

Chilled food must arrive at or below 8C (legal max), with below 5C as best practice

Frozen food must arrive at -18C or below, with -15C tolerated briefly during transit

Reject any delivery showing temperature abuse, damaged packaging, missing labels, or pest evidence

Record every delivery check including temperatures, rejections, and the staff member responsible

Temperature Requirements at Delivery

Chilled food must arrive at or below 8C (the legal maximum under UK food hygiene regulations), though best practice is below 5C. Frozen food must arrive at -18C or below, with a tolerance of -15C during transport if the product will be immediately placed into frozen storage. Use a calibrated probe thermometer to check between packaging and product, or insert between items in a multi-pack. Infrared thermometers can screen surface temperatures quickly, but a probe check should follow for any reading above 5C. Dairy products, cooked meats, ready-to-eat salads, and raw poultry are highest priority for temperature verification. If a chilled delivery arrives between 5C and 8C, it is still legal but should be fast-tracked into cold storage and used promptly. Any chilled product arriving above 8C should be rejected outright. For frozen goods, signs of partial thawing (ice crystals inside packaging, misshapen items, wet outer cartons) warrant rejection even if the probe reads -18C, because these indicate the cold chain was broken at some point during transit.

Visual Inspection and Packaging Checks

Beyond temperature, every delivery needs a visual check. Examine packaging for damage, tears, dents (especially on cans), or signs of pest activity such as gnaw marks or droppings. Check that vacuum-sealed products maintain their seal - a puffy or loose pack indicates gas production from bacterial growth. Verify date codes: reject anything past its use-by date and flag items with short remaining shelf life. For fresh produce, look for mould, wilting, sliminess, or off-odours. Raw meat should have a normal colour for the species (bright red for beef, pale pink for chicken), no excessive liquid pooling, and no unpleasant smell. Eggs should be clean, uncracked, and within their best-before date, ideally with the British Lion mark. Check that allergen information and ingredient labels are present and legible on all pre-packed items - missing labels are grounds for rejection because you cannot verify allergen safety. Cross-contamination during transport is another concern: raw meat should not have been stacked above ready-to-eat items, and non-food chemicals should be segregated from food products.

Rejection Criteria and Supplier Communication

Build a clear rejection policy and ensure all staff who receive deliveries understand it. Grounds for immediate rejection include: temperature above 8C for chilled or above -15C for frozen, damaged or compromised packaging, pest evidence, missing or illegible labels, past use-by date, visible contamination, or raw and ready-to-eat foods stored together in the delivery vehicle. When you reject items, record the date, supplier name, product details, reason for rejection, and the name of the person who made the decision. Photograph damaged or non-compliant items before they leave your premises. Notify your supplier in writing the same day - patterns of poor delivery should trigger a supplier review. Your HACCP plan should include a procedure for when partial deliveries are accepted: the compliant items go into storage normally while rejected items are returned or quarantined. Keep a supplier approval list and review it annually, checking that each supplier holds appropriate food safety certification and that their delivery performance meets your standards.

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Record-Keeping and Delivery Logs

Documenting delivery checks is not optional under HACCP - it forms part of your verification records. At minimum, log the date and time of delivery, supplier name, products received, temperature readings (with the probe ID or number), any rejections and reasons, and the name of the person who checked the delivery. Many businesses use a simple delivery checklist pinned near the goods entrance. Digital systems can speed this up and make records easier to retrieve during an EHO inspection. Keep delivery records for at least 12 months, or longer if your local authority requires it. Temperature logs from delivery checks should be stored alongside your other CCP monitoring records. During an inspection, Environmental Health Officers will typically ask to see recent delivery records and may cross-reference them with your supplier approval list. Gaps in your records are a common reason for lower hygiene ratings, even when actual food safety practices are sound.

What to do next

Create a delivery checkpoint near the goods entrance

Set up a station with a calibrated probe thermometer, delivery log sheets, a pen, and a laminated rejection criteria card so staff have everything they need in one place.

Train all staff who receive deliveries

Ensure anyone who might accept a delivery knows the temperature limits, visual checks, and how to reject non-compliant items without feeling pressured by the driver.

Review supplier performance quarterly

Collate rejection records and assess each supplier. Repeated issues should trigger a formal conversation or a switch to an alternative supplier.

Common mistakes to avoid

Mistake

Leaving deliveries on the loading dock while dealing with other tasks

Instead

Temperature-sensitive products start warming immediately. Check and store chilled and frozen items within 15 minutes of arrival, before handling ambient goods.

Mistake

Relying on the delivery driver to confirm temperatures

Instead

Always verify with your own calibrated probe. Vehicle printouts show air temperature, not product temperature, and drivers may not report cold chain breaks.

Frequently asked questions

What temperature should chilled deliveries be at?

The legal maximum is 8C in the UK, but best practice is 5C or below. Anything arriving above 8C should be rejected. Products between 5C and 8C are legal but should go straight into cold storage and be used quickly.

Do I have to check every delivery with a probe thermometer?

Your HACCP plan should define which deliveries need temperature checks. At minimum, check all chilled and frozen deliveries. Ambient-only deliveries (canned goods, dry stores) do not need temperature verification but still require visual and date checks.

Can I accept a frozen delivery at -15C?

A reading of -15C is tolerated during transport, but only if the product shows no signs of thawing and will be placed into -18C storage immediately. If there is evidence of thawing and refreezing, reject the delivery.

How long should I keep delivery records?

Keep delivery logs for at least 12 months. Many businesses retain them for the shelf life of the longest-life product plus one month. Your local authority may specify a longer retention period.

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