How do I know if fish is fresh when it arrives from a supplier?

Date modified: 22nd September 2025 | This FAQ page has been written by Pilla Founder, Liam Jones, click to email Liam directly, he reads every email. Or book a demo to see how hospitality businesses use Pilla to manage food safety.

When checking fish deliveries, there are several key indicators of freshness to look for:

  • The eyes should be bright and not sunken into the head
  • The flesh needs to be firm and have a fine layer of sea slime
  • Check that the gills are red in color
  • The scales should be difficult to remove and look fresh, not dry
  • There shouldn't be any strong fishy smell

Common misunderstanding: If the fish is frozen at some point during transport, it can't be considered fresh.

This is a misconception. Fish can be flash-frozen immediately after catch to preserve its freshness, a practice that locks in the quality at its peak. As long as the fish is properly thawed and handled, it can be just as fresh as never-frozen fish. The key is the quality and quickness of the freezing process.

Common misunderstanding: Fresh fish should always smell like the sea.

While a mild sea aroma can indicate freshness, the absence of a 'strong fishy smell' is a more reliable indicator. Fresh fish should have a neutral to slightly oceanic scent. A strong odour often means the fish is starting to spoil.

What should I do if the fish delivery doesn't meet these standards?

If the fish doesn't meet any of these freshness standards, you should reject the delivery immediately. Make sure to clearly label any rejected items as "not for consumption" and store them in a designated area for return to the supplier. Contact your supplier right away to arrange collection and replacement.

Common misunderstanding: If you accept a delivery once, you have to accept it every time to maintain a good relationship with the supplier.

This is not true. Consistent quality is a standard expectation in supplier relationships. Suppliers are generally receptive to feedback and rejection of substandard deliveries as it helps them maintain their own quality controls. Always prioritise food safety and quality over maintaining a potentially harmful status quo.

How quickly do I need to get the fish into the fridge after delivery?

Fish, like all chilled goods, should ideally be transferred from the delivery point to appropriate storage within 15 minutes. In exceptional circumstances, you have a maximum of 30 minutes, but remember that maintaining the cold chain is critical. Fish should be your priority when putting away deliveries since it's particularly sensitive to temperature changes.

Common misunderstanding: Fish doesn't need to be refrigerated immediately if it's packed with ice.

While ice helps maintain a low temperature, it is not a substitute for refrigeration. Fish should be refrigerated as soon as possible to ensure a consistent cold chain and prevent bacterial growth. Ice can help during transport but is not a reliable long-term storage solution.

UK Official Guidance

USA Official Guidance

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How do I know if poultry is fresh when it arrives from a supplier?

To ascertain the freshness of poultry upon delivery, check for the following attributes: The skin should be creamy in colour and free from blemishes or bruises.

How do I know if meat is fresh when it arrives from a supplier?

To determine if meat is fresh upon delivery, look for these signs of freshness: (1) An even red/brown colour on all meat surfaces. (2) Moistness to the touch but not slimy.

What temperature should frozen deliveries be when they arrive?

Frozen deliveries should arrive at a temperature of -18°C or colder, up to a maximum of -15°C.

How do I know if vegetables are fresh when it arrives from a supplier?

To assess the freshness of vegetables delivered from a supplier, check for firmness, absence of mold, a fresh smell, and an absence of blemishes, bruising, or discolouration.

How quickly do I need to put food deliveries away?

Food deliveries should be transferred from the delivery point to storage areas within 15 minutes, including the time needed for unboxing.

What should I do if chilled food arrives above 8°C from a supplier?

If chilled food arrives above 8°C from a supplier, you must immediately reject the delivery and inform the supplier. This temperature exceeds the critical food safety limit of 8°C.

Do I need to keep delivery paperwork from food suppliers?

Yes, retaining all delivery notes and invoices from your food suppliers is essential.

What should I check on tins when they arrive from a food supplier?

When receiving tins from a food supplier, inspect for these key points: (1) Ensure there is no rust on the tins, as it may indicate compromised metal integrity.

What if the food supplier sends different products than what we ordered?

When a supplier substitutes products, it is important that the changes are clearly documented in writing. Verbal notifications are not acceptable.

Can I accept food from a supplier that's close to its use-by date?

No, you should not accept deliveries that are close to their use-by dates. Ensure use-by dates have a minimum of 5 days remaining and best-before dates have at least 1 month remaining.

What if I find pest damage in a food delivery?

If you find pest damage in a food delivery, immediately reject the affected items.

Do I need to take temperatures between packages in food deliveries or can I pierce them?

You must always take temperatures between packs of food using a clean and sanitised probe. Never pierce the packaging to take a temperature as this can compromise food safety and product integrity.

If frozen food looks partially defrosted, can I still accept the food delivery?

No, you should reject any frozen deliveries that show signs of defrosting or refreezing, as they can seriously affect food quality through freezer burn when the product is refrozen.

What's the minimum use-by date we should accept on a food delivery?

For food deliveries, ensure that products have at least 5 days of usage remaining on their use-by dates.