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SFBB Diary & Records

SFBB Supplier & Delivery Records: What to Check & Keep

SFBB Supplier and Delivery Records: What to Check and Keep

Quick answer

Supplier and delivery management is a critical part of your SFBB system. Food safety does not start in your kitchen - it starts with what arrives at your door. The SFBB pack includes guidance on checking deliveries and keeping supplier records, and EHO inspectors will often ask to see evidence that you verify the safety of incoming goods. Under UK food law, you are responsible for the safety of food once you accept delivery. If a chilled product arrives above 8C and you put it straight into your fridge without checking, you have accepted the risk. This article covers what to check, what to record, and how to build a supplier management system that satisfies both your SFBB requirements and inspector expectations.

  • Check the temperature of every chilled and frozen delivery on arrival and record the reading
  • Reject deliveries that arrive above safe temperatures rather than accepting and hoping for the best
  • Maintain an approved supplier list and keep delivery notes for at least three months for traceability

Key takeaways

Check the temperature of every chilled and frozen delivery on arrival and record the reading
Reject deliveries that arrive above safe temperatures rather than accepting and hoping for the best
Maintain an approved supplier list and keep delivery notes for at least three months for traceability
Record delivery problems and supplier issues in your diary to build an evidence trail
Visual checks on packaging, dates, and product quality are as important as temperature checks

Delivery Temperature Checks

Every delivery of chilled or frozen food should have its temperature checked on arrival. Use a calibrated probe thermometer to check the surface temperature of at least one item per delivery (ideally the item that has been on the vehicle longest or is most temperature-sensitive). Chilled food should arrive at 8C or below, ideally below 5C. Frozen food should be at minus 18C or below and show no signs of thawing or refreezing, such as ice crystals on the surface or misshapen packaging. Record the supplier name, date, items delivered, and the temperature reading in your SFBB diary or on a dedicated delivery log. If food arrives above the safe temperature, you have three options: reject the delivery, accept it with a plan to use it immediately (with a documented risk assessment), or contact the supplier to discuss. In most cases, rejection is the safest and simplest option.
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Visual and Quality Checks

Temperature is not the only thing to check. Inspect packaging for damage, tears, or signs of tampering. Check that vacuum-sealed products are still sealed and that modified atmosphere packaging is not blown or inflated. Look at use-by and best-before dates to ensure you are receiving products with adequate shelf life for your needs. For fresh produce, check for signs of spoilage, mould, or pest damage. For eggs, check that they are clean, uncracked, and stamped with the Lion mark (in the UK, Lion-marked eggs come from hens vaccinated against Salmonella). Meat and fish should have a fresh appearance and smell. Any product that does not meet your standards should be rejected and recorded. Do not accept food "because the driver is in a hurry" or because you need it for service. A rejected delivery is far less costly than a food safety incident.

Approved Supplier Lists and Traceability

The SFBB pack expects you to buy food from reputable suppliers. Maintain an approved supplier list that includes the supplier name, contact details, what they supply, and any food safety certifications they hold (such as SALSA, BRC, or Red Tractor). Review this list at least annually. You do not need to audit your suppliers yourself, but you should be able to demonstrate that you have considered their food safety credentials. For traceability, keep delivery notes and invoices for at least three months. Under EU-retained Regulation 178/2002, you must be able to identify where your food came from (one step back) and, if you supply other businesses, where it went (one step forward). This is not just a bureaucratic requirement - in the event of a food recall or outbreak investigation, inspectors will ask you to trace affected products. A simple filing system for delivery notes, organised by date, is usually sufficient.

Recording Delivery Issues and Supplier Performance

When a delivery does not meet your standards, record the issue in your SFBB diary and follow up with the supplier. Keep a log of rejected deliveries or quality problems by supplier. Over time, this gives you an evidence-based picture of supplier performance. If a supplier repeatedly delivers food above safe temperatures, with short shelf life, or with packaging damage, you have grounds to switch suppliers and documentation to support that decision. This record also protects you during inspections. If an inspector finds a product that is borderline, you can show that you have a system for checking deliveries and that you act on problems. Inspectors are far more understanding of an isolated issue when they can see a track record of diligent checking.

What to do next

Create a delivery check sheet

Design a simple form that covers supplier name, date, items, temperature reading, packaging condition, and use-by dates. Keep a pad near the delivery entrance so checks happen immediately.

Build and review an approved supplier list annually

List all suppliers with their contact details and any certifications. Review once a year and after any food safety incident involving a supplier.

Train all staff who accept deliveries

Anyone who might sign for a delivery needs to know how to check temperatures, inspect packaging, and reject substandard goods. Do not assume drivers will wait while you find the manager.

Common mistakes to avoid

Mistake
Accepting deliveries without checking temperature because the kitchen is busy
Instead
Delivery checks take less than two minutes. Build them into the routine so they happen automatically. Assign a specific person to handle deliveries during each shift.
Mistake
Throwing away delivery notes after unpacking
Instead
Delivery notes are your traceability records. File them by date and keep them for at least three months. In the event of a recall, you will need them.

Frequently asked questions

What temperature should chilled deliveries arrive at?

Chilled food should arrive at 8C or below, with 5C or below being ideal. If food arrives between 5C and 8C, it is acceptable but should be refrigerated immediately. Above 8C, you should reject the delivery or use the food immediately with a documented justification.

Do I need to keep records of every delivery?

The SFBB system expects you to record temperature checks for chilled and frozen deliveries. You should also keep delivery notes for traceability purposes. For ambient goods like tinned food or dry ingredients, a visual check is sufficient and does not need a formal temperature record.

What if my supplier does not provide delivery notes?

Ask them to start. If they refuse, create your own record at the point of delivery noting the supplier, date, items received, and any temperatures or issues. Traceability is your legal responsibility, not just the supplier obligation.

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Related resources

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How to Set Up SFBB for Your Food BusinessHow to Prepare for an EHO Inspection

Glossary

SFBB (Safer Food Better Business)Food Safety Management System (FSMS)

UK Regulations

Regulation (EC) No 852/2004 on Food Hygiene

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In-Depth Guides

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