SFBB Diary & Records

SFBB Daily Diary: What to Record & How to Fill It In

SFBB Daily Diary: What to Record and How to Fill It In

Quick answer

The SFBB diary is the operational heart of your food safety management system. While the safe methods section sets out your policies, the diary is where you prove you follow them every day. EHO inspectors rely on the diary to assess whether your food safety system is a living document or a folder gathering dust on a shelf. A well-maintained diary demonstrates "confidence in management", which is one of the three scoring areas on your food hygiene rating. Missing entries, gaps in dates, or blank temperature columns are among the most common reasons businesses lose marks. This guide walks through exactly what to record, how often, and the format that keeps inspectors satisfied.

The SFBB diary must be completed every day you trade, covering opening checks, closing checks, and temperatures
Record actual temperature readings, not assumed values, as identical entries every day raise inspector suspicion
Documenting problems and corrective actions is more impressive to inspectors than a diary with no issues recorded

Download free food safety diary template

Key takeaways

The SFBB diary must be completed every day you trade, covering opening checks, closing checks, and temperatures

Record actual temperature readings, not assumed values, as identical entries every day raise inspector suspicion

Documenting problems and corrective actions is more impressive to inspectors than a diary with no issues recorded

Missing diary entries are one of the most common reasons for low "confidence in management" scores

What the SFBB Diary Requires

The FSA SFBB pack includes a diary section with pages for daily recording. The standard diary covers four core areas: opening checks, closing checks, temperature records, and any problems or corrective actions taken during the day. Opening checks confirm that fridges and freezers are within safe limits, the premises are clean and pest-free, and staff are fit for work. Closing checks cover end-of-day cleaning, waste disposal, and secure storage of food. Temperature records should include fridge and freezer readings taken at the start of each day as a minimum. If you cook, cool, or reheat food, those temperatures should also be logged. The diary is not meant to be lengthy. Each entry should take no more than a few minutes. The FSA designed it as a tick-and-sign system for most days, with space for written notes only when something goes wrong or changes. The key is consistency: a completed diary page for every day you trade.

SFBB Diary & Records

The diary, filled in at the time

Paddl runs the SFBB diary on the app: opening and closing checks with a timestamp and a signature, problems recorded with what you did about them, and the four-weekly review reminded and logged. Paddl is £69 per location per month with every feature and a 30-day free trial.

Start free trial Digital SFBB app

Compare the best SFBB software Download the free food safety diary Trail (by Access) vs Paddl for daily checks

Recording Temperatures Correctly

Temperature recording is the area where most businesses make errors. Fridge temperatures should be between 0C and 5C, and freezers at minus 18C or below. Record the actual reading, not what you think it should be. If a fridge reads 7C, write 7C and then document the corrective action you took. Writing 4C every single day for months is a red flag for inspectors because it suggests entries are being fabricated rather than measured. Use a calibrated thermometer, not the dial on the fridge door, which can drift significantly. For cooking temperatures, record the core temperature taken with a probe thermometer. The FSA recommends food reaches 75C, though 70C held for 2 minutes is equally safe. For cooling, note the time food was removed from heat and the time it reached fridge temperature. Delivery temperature checks should be recorded on the day of delivery, with the supplier name and the temperature of chilled goods on arrival.

Handling Problems and Corrective Actions

The diary includes space for recording when things go wrong, and this is actually the section that impresses inspectors most. Businesses that never record a single problem across months of diary entries look suspicious. In reality, every kitchen encounters issues: a fridge that drifts above 5C during a busy service, a delivery that arrives above 8C, a member of staff who reports illness. Recording these events along with the action taken shows that your system works. Write what happened, what you did about it, and who was responsible. For example: "Fridge 2 reading 9C at opening. Adjusted thermostat, moved high-risk items to Fridge 1. Rechecked after 1 hour, reading 4C. Signed: J. Smith." This kind of entry demonstrates active management. It also protects you if an inspector arrives and spots an issue you have already identified and resolved.

Common Diary Mistakes That Cost Marks

The most common mistake is simply not completing the diary. A gap of even a few days can cost you marks under "confidence in management". The second most common issue is identical entries every day, which suggests the diary is being filled in retrospectively or fabricated. Inspectors are trained to spot this and will often ask staff questions to verify whether checks are genuinely being done. Other frequent problems include: not recording actual fridge temperatures (just ticking "OK"), not signing or dating entries, recording corrective actions without follow-up, and losing pages from a paper diary. If you use the FSA paper pack, keep completed diary pages filed in order. Do not throw away old pages. Inspectors may ask to see several weeks or months of records. Some inspectors flip to a random date and check whether the entry looks genuine.

What to do next

Assign diary responsibility to a named person each shift

Make one person accountable for completing the diary each day. Rotate responsibility so all staff understand what is required and can cover absences.

Check temperatures with a calibrated thermometer, not the fridge dial

Use a digital probe or fridge thermometer calibrated using the ice-point method. Record the actual reading and take action if outside the safe range.

Review the diary weekly for gaps or patterns

A manager or supervisor should check the diary at least once a week. Look for missing days, unsigned entries, or suspiciously consistent temperature readings.

Common mistakes to avoid

Mistake

Writing the same fridge temperature every day without actually checking

Instead

Record the real reading each time. Slight daily variation (e.g. 3C, 4C, 3.5C) is normal and shows the checks are genuine.

Mistake

Leaving the corrective action column blank when a problem occurs

Instead

Always document what you did to fix the issue. This is the evidence that your system works and is what inspectors value most.

Frequently asked questions

How long should I keep completed SFBB diary pages?

There is no legal minimum retention period, but most EHOs recommend keeping at least 12 months of records. Some local authorities may ask for two years. Keep completed pages filed in date order so you can produce them quickly during an inspection.

Can I complete the SFBB diary digitally instead of on paper?

Yes. The FSA accepts digital record-keeping as long as it captures the same information and is accessible during an inspection. Digital systems often improve consistency because they can prompt staff with reminders and flag missed entries automatically.

What happens if I miss a few days in the diary?

Gaps in the diary suggest the food safety system is not being followed consistently. This directly affects your "confidence in management" score. If you do miss days, do not backfill them with fabricated entries. Instead, resume recording honestly and put a process in place to prevent future gaps.

Do I need to record temperatures for every fridge and freezer?

Yes. Each fridge and freezer should have its temperature checked and recorded at least once per day, ideally at opening. If you have multiple units, label them clearly (Fridge 1, Fridge 2, etc.) and record each one separately.

SFBB Diary & Records