Supplier Due Diligence
The process of checking and approving food suppliers to ensure they meet food safety standards and can provide safe, legal, and traceable products.
Supplier due diligence is a critical part of food safety management. Under the Food Safety Act 1990, food businesses can use a "due diligence" defence if they can prove they took all reasonable precautions to ensure food safety — and this starts with your supply chain. You need to know who your suppliers are, verify that they meet food safety standards, and maintain records that demonstrate your checks. EHOs will look at how you approve and monitor suppliers, particularly for high-risk products like raw meat, fish, and dairy.
Key Points
- Check supplier food hygiene ratings and food safety certifications before approving
- Verify delivery temperatures on every delivery
- Maintain a supplier approval list with annual reviews
- Keep delivery records as part of your traceability system
- Due diligence evidence can provide a legal defence under the Food Safety Act 1990
Approving New Suppliers
Before using a new supplier, conduct basic checks: verify they are registered as a food business with their local authority, ask for their food hygiene rating (ideally 4 or 5), request copies of their food safety certifications and insurance, check they can provide allergen information for all products, and confirm their delivery procedures (temperature-controlled vehicles for chilled/frozen goods). For high-risk suppliers (raw meat, fish, dairy), consider visiting their premises. Document all checks in a supplier approval form and keep it on file.
Ongoing Monitoring
Supplier approval is not a one-off exercise. Monitor ongoing performance by: checking delivery temperatures on every delivery (chilled ≤8°C, frozen ≤-18°C), inspecting product quality and condition, verifying that date labels provide adequate shelf life, checking that allergen information is accurate and up to date, and reviewing the supplier's food hygiene rating periodically. Keep records of all delivery checks. If a supplier consistently fails to meet standards, take action — warn them formally and consider switching to an alternative.
Record Keeping
Maintain a supplier list showing: business name and address, food hygiene rating, contact details, products supplied, date of last review, and any certifications held. Keep copies of delivery notes, temperature check records, and any correspondence about quality issues. These records form part of your traceability system — you must be able to trace any food product one step back (to your supplier) and one step forward (to the customer or dish it was used in). Review all supplier approvals at least annually.
Frequently Asked Questions
What is supplier due diligence in food safety?
Supplier due diligence is the process of checking that your food suppliers meet food safety standards before you buy from them, and monitoring their performance on an ongoing basis. It includes verifying registrations, checking hygiene ratings, inspecting deliveries, and keeping records. It forms part of your overall food safety management system and supports the due diligence defence under the Food Safety Act 1990.
What supplier records do I need to keep?
Keep a list of all approved suppliers with their contact details, food hygiene rating, and any certifications. Retain delivery notes, temperature check records for each delivery, copies of supplier specifications, and records of any quality issues or complaints. These records should be kept for at least the shelf life of the product plus one year.
Can I buy food from a supplier with a low hygiene rating?
There is no law preventing you from using a supplier with a low food hygiene rating, but doing so is risky. If a food safety problem is traced back to that supplier, your due diligence defence is weakened because you knowingly used a supplier with documented food safety concerns. Best practice is to use suppliers rated 4 or 5 only.
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