How do I know if vegetables are 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 vegetables on delivery, there are several key indicators of freshness to look for:

  • They should be firm when touched, not spongy or limp
  • Look for any signs of mold - there should be none
  • They should have a fresh smell
  • Check for any blemishes, bruising or discolouration
  • Make sure there's no dirt, stones or signs of insect activity around or in the produce

Common misunderstanding: If vegetables are visually perfect, they must be fresh.

Visual perfection does not necessarily equate to freshness. While visual inspection is important, it should be combined with other indicators such as texture, smell, and the absence of mold. Some vegetables might look perfect but could have been treated with chemicals to enhance appearance, which doesn't guarantee freshness.

Common misunderstanding: All fresh vegetables have a vivid green color.

Not all fresh vegetables are vividly green. The colour of vegetables depends on their type and variety. For instance, carrots and beets should not be green but have their natural, vibrant colours. It's essential to know the expected colour for each type of vegetable to accurately assess freshness.

What if I notice some vegetables aren't fresh when they arrive?

If you notice any vegetables that don't meet these freshness standards, you should reject them immediately and contact your supplier. Make sure to clearly label any rejected items as "not for consumption" and store them separately so they don't risk contaminating other products while waiting for return to the supplier.

Common misunderstanding: You can always salvage non-fresh vegetables by washing or cooking them.

While washing or cooking might remove surface dirt or bacteria, it cannot reverse spoilage or restore freshness to vegetables. Using non-fresh vegetables can compromise the quality and safety of your dishes, so it's crucial to reject any that do not meet freshness standards.

Common misunderstanding: Non-fresh vegetables should just be thrown away immediately.

Instead of discarding non-fresh vegetables immediately, it's advisable to contact your supplier for a possible return or refund. Properly label and segregate them to prevent contamination of other produce, and follow your supplier's guidelines for handling returns.

How quickly do I need to get the vegetables into storage after delivery?

You should aim to transfer all delivered goods from the delivery point to their proper storage areas within 15 minutes of arrival, including unpacking time. In exceptional circumstances, you can take up to 30 minutes maximum. However, remember that chilled items should always be prioritised first, then frozen goods, and finally ambient items like vegetables. Make sure to unpack everything in a designated area to avoid any contamination risks.

Common misunderstanding: Vegetables can be left out at room temperature for hours without issue.

Leaving vegetables at room temperature for extended periods can lead to quality deterioration and increase the risk of bacterial growth. It is crucial to transfer them to appropriate storage quickly, ideally within 15 minutes, to maintain their freshness and safety.

Common misunderstanding: All types of produce can be stored together in the same conditions.

Different types of produce have varying storage requirements. For instance, some vegetables emit ethylene gas, which can speed up the ripening and spoilage of other produce. Storing them separately and in the right conditions helps maintain their quality and prolongs shelf life.

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 fish is fresh when it arrives from a supplier?

To determine the freshness of fish upon delivery, look for several key indicators: Bright, not sunken eyes; firm flesh with a fine layer of sea slime; red-coloured gills; scales that are difficult to remove and appear fresh, not dry; and a neutral to slightly oceanic smell without strong fishy odours. Additionally, fish can be considered fresh if it is flash-frozen immediately after catch and properly thawed, as quick freezing preserves its quality.

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.