How I Set Up the Weekly Food Safety Audit Template with Customers in Pilla

I'm Liam Jones, NEBOSH-qualified health and safety consultant, Level 3 Food Safety, and founder of Pilla. This is how I approach weekly food safety audits, based on close to twenty years in frontline operations and advising hundreds of businesses on compliance. You can email me directly; I read every email.

Most food safety management systems look fine on paper. The policies exist, the records are there, the cleaning schedule is pinned to the wall. But I've walked into kitchens where the fridge temperature log has the same reading every day for a fortnight, where the cleaning schedule has been ticked off before the kitchen even opened, and where nobody can tell me when the chopping boards were last replaced. The paperwork says everything is under control. The kitchen tells a different story.

That's the gap a weekly food safety audit is supposed to close. It's not another form to fill in. It's the point in the week where someone with enough knowledge steps back and checks whether the systems you've put in place are actually doing what they're supposed to do. This article covers what the law expects, what your EHO is looking for, and how I set up the audit as a recurring work activity in Pilla so that it gets done properly and you've got the records to prove it.

Key Takeaways

  • What is a weekly food safety audit? A systematic check of your entire food operation, covering 13 areas from delivery to allergen management. Unlike daily temperature checks, it examines whether your food safety systems are actually working
  • Why do you need one? Regulation (EC) 852/2004 requires you to verify that your HACCP-based controls are effective. Your EHO will look for evidence that you're monitoring your own compliance, and regular internal audits are how you demonstrate that
  • How do you set it up in Pilla? Use the work template below, set it as a recurring weekly activity, and assign it to a manager or head chef at your premises
  • How do you automate the follow-up? Set up Poppi to track completion and chase anyone who hasn't done their check

Article Content

Understanding What's Required of You

Daily checks catch immediate problems. A fridge reading of 9 degrees Celsius tells you something is wrong right now. But daily checks don't tell you whether your staff are actually following the procedures you've documented, whether equipment is being maintained, or whether the corrective actions from last month's problems were ever completed. That's what a weekly audit is for. It examines processes, not just outcomes.

The legal basis sits in Regulation (EC) 852/2004, which requires food business operators to have a food safety management system based on HACCP principles. That means identifying hazards, putting controls in place, and then verifying those controls are working. Verification is the part most businesses skip. You can't claim your controls are effective if you don't check them. An internal audit is the verification step.

Your EHO will look for evidence of systematic food safety management, not just individual daily records. When I've accompanied businesses through inspections, the auditors who could show a folder of weekly audits with documented findings and corrective actions scored significantly better than those who could only produce temperature logs. It's one of the clearest signals to an EHO that you're actively managing food safety rather than just going through the motions.

This audit covers 13 areas: purchase and delivery, chilled and frozen and dry goods storage, staff and hand washing, food preparation, defrosting, cooking and reheating, hot holding, cooling, cleaning and disinfection, pest control, maintenance, waste control and management, and allergen management. It should be completed weekly, ideally on the same day each week, by a manager or supervisor who didn't work the area being checked. A thorough audit of a typical restaurant kitchen takes 30 to 45 minutes.

The person doing the audit needs to observe what is actually happening, not what should be happening. Check records, watch staff, physically inspect equipment and storage areas. A tick-box exercise that doesn't examine what's really going on provides false assurance.

Setting It Up as a Work Activity

I set this up as a work activity in Pilla rather than a knowledge hub entry because it's something that needs doing on a schedule, not something people read once. Create a new work activity, tag it with "Food Safety Audits", and set it to recur weekly. Assign it to the manager or supervisor responsible for completing the audit. With a recurring weekly activity, you get a record of every audit, and Poppi can track whether it's being completed on time.

The template below covers all 13 audit sections. Each one includes the specific checks to carry out, what to look for, common issues, and corrective actions. Work through each section during the audit, recording your findings as you go.

Section 1: Purchase and delivery

This section checks that food enters your premises safely.

Purchase & Delivery/Receipt Of Goods

Check delivery records are being completed correctly and target delivery temperatures are being achieved
Check deliveries or products not meeting standards are being rejected
Check the delivery area is clean and clear of rubbish/packaging

Comments for Purchase & Delivery/Receipt Of Goods. Write NA if none

What to look for:

  • Delivery records are being completed with temperatures and times
  • Staff are checking deliveries against specifications
  • Out-of-spec deliveries are being rejected and documented
  • The delivery area is clean and clear of packaging

Common issues:

  • Delivery records incomplete or missing
  • Staff accepting deliveries without checking temperatures
  • Packaging left in delivery area attracting pests

Corrective actions:

  • Retrain staff on delivery acceptance procedures
  • Remind suppliers of your temperature requirements
  • Schedule regular clearing of delivery area

Section 2: Chilled, frozen, and dry goods storage

This section verifies that food is stored safely after delivery.

Chilled / Frozen / Dry Goods Storage

Check temperatures for fridges and freezers are being recorded accurately
Check food temperatures are being taken rather than dial readings off the units
Check appropriate corrective actions are taken when foods breach critical temperature limits
Check all dried goods are being stored correctly, covered sufficiently, off the floor and rotated to avoid foods going out of date
Check raw and cooked/RTE foods are separated in storage sufficiently
Check foods are being date labelled correctly
Check foods are being rotated and used within date

Comments for Chilled / Frozen / Dry Goods Storage. Write NA if none

What to look for:

  • Temperature records show fridges and freezers are monitored correctly
  • Staff are taking actual food temperatures, not just reading displays
  • Corrective actions are documented when temperatures are wrong
  • Dry goods are covered, off the floor, and within date
  • Raw and ready-to-eat foods are properly separated
  • Date labels are present and correct
  • Stock rotation is happening (first in, first out)

Common issues:

  • Temperature records show only display readings
  • No documented corrective actions when temperatures were high
  • Unlabelled containers or missing date labels
  • Raw meat stored above ready-to-eat food
  • Out-of-date products in storage

Corrective actions:

  • Refresh training on temperature monitoring procedures
  • Set up a daily date check as part of opening procedures
  • Reorganise storage to ensure proper separation
  • Dispose of out-of-date products and review ordering quantities

Section 3: Staff and hand washing

This section checks personal hygiene standards.

Staff And Hand Washing

Check the hot and cold-water taps are working on the hand wash basins
Check hand wash basins and taps are clean and getting disinfected regularly
Check there is a good supply of anti-bacterial liquid hand soap and appropriate hand drying materials
Check staff are washing hands at appropriate times
Check staff are complying with personal hygiene policy and attending work with clean uniform, no jewellery, short nails, hair tidy etc
Check staff changing areas are being kept in a clean and hygienic condition

Comments for Staff And Hand Washing. Write NA if none

What to look for:

  • Hand wash basins have working hot and cold water
  • Basins and taps are clean
  • Soap and hand drying materials are available
  • Staff are washing hands at appropriate times (observe during the audit)
  • Staff appearance complies with policy (clean uniform, no jewellery, short nails, hair tied back)
  • Changing areas are clean and hygienic

Common issues:

  • Hand wash basin blocked or used for other purposes
  • No soap or paper towels
  • Staff not washing hands between tasks
  • Jewellery being worn in food areas
  • Dirty uniforms

Corrective actions:

  • Repair or unblock hand wash facilities immediately
  • Restock soap and towels and set up a checking system
  • Remind all staff of hand washing requirements
  • Enforce uniform and jewellery policy consistently
  • Review uniform provision and laundry arrangements

Section 4: Food preparation

This section examines how food is handled during preparation.

Food Preparation

Check chopping boards and knives are being used as per policy
Check chopping boards are in good condition
Check raw and cooked/RTE foods are being prepared in separated areas
Check temperature probes are clean and in good condition
Check temperature probe wipes are being used between and before use

Comments for Food Preparation. Write NA if none

What to look for:

  • Chopping boards and knives are used according to colour-coding policy
  • Chopping boards are in good condition (no deep cuts or staining)
  • Raw and ready-to-eat foods are prepared in separate areas or at different times
  • Temperature probes are clean and in good condition
  • Probe wipes are being used between foods

Common issues:

  • Wrong colour board being used
  • Heavily scored boards that cannot be properly cleaned
  • Cross-contamination between raw and ready-to-eat
  • Dirty probes
  • No probe wipes available

Corrective actions:

  • Replace damaged chopping boards
  • Retrain staff on colour-coding system
  • Review preparation workflow to prevent cross-contamination
  • Clean and sanitise probes, check calibration
  • Order probe wipes and place near probe storage

Section 5: Defrosting

This section checks that frozen food is defrosted safely.

Defrosting

Check safe defrosting procedures are being carried out
Check foods are covered and in suitable containers whilst being defrosted

Comments for Defrosting. Write NA if none

What to look for:

  • Food is defrosted in the fridge, not at room temperature
  • Defrosting food is covered and in suitable containers
  • Drip trays are used to prevent cross-contamination
  • Defrosting food is labelled with date started

Common issues:

  • Food defrosting on counters at room temperature
  • Uncovered food in fridge
  • Raw meat dripping onto other foods
  • No system for tracking how long food has been defrosting

Corrective actions:

  • Remind staff of correct defrosting procedures
  • Provide suitable containers and drip trays
  • Set up a labelling system for defrosting items
  • Review freezer stock to plan defrosting in advance

Section 6: Cooking and reheating

This section verifies that food is cooked to safe temperatures.

Cooking And Reheating

Check temperatures are being taken correctly and foods are being cooked/reheated to safe temperatures
Check suitable items are being checked and results recorded, namely high-risk items such as poultry and processed meats
Check staff are following safe methods for cooking foods requiring special conditions e.g. rare steaks

Comments for Cooking And Reheating. Write NA if none

What to look for:

  • Temperature records show cooking temperatures are being checked
  • High-risk items (poultry, processed meats) are specifically monitored
  • Records show temperatures of 75 degrees Celsius or above being achieved
  • Staff understand procedures for foods cooked to order (e.g., rare steaks)

Common issues:

  • No temperature records for cooked food
  • Only certain items being checked
  • Temperatures below 75 degrees Celsius being recorded without corrective action
  • Confusion about which items can be served pink

Corrective actions:

  • Set up cooking temperature monitoring for all high-risk items
  • Retrain staff on target temperatures and probe use
  • Review and document procedures for items served below 75 degrees Celsius
  • Investigate why temperatures are not being achieved (equipment issues, portion size, starting temperature)

Section 7: Hot holding

This section checks food kept hot for service.

Hot Holding

Check temperatures are taken regularly and recorded including time placed in unit
Check appropriate actions are taken if food is below 63°C i.e. used within 2 hours or discarded

Comments for Hot Holding. Write NA if none

What to look for:

  • Temperatures are recorded regularly with time food was placed in unit
  • Food is held at 63 degrees Celsius or above
  • Corrective actions are documented when food drops below 63 degrees Celsius
  • Food held below 63 degrees Celsius is used within 2 hours or discarded

Common issues:

  • No records of hot holding temperatures
  • Food in hot hold below 63 degrees Celsius
  • No system for tracking how long food has been held
  • Food held too long being served

Corrective actions:

  • Set up hot holding temperature checks every 2 hours
  • Adjust equipment or batch sizes to maintain temperature
  • Use time labels to track how long food has been held
  • Train staff on the 2-hour rule for food below 63 degrees Celsius

Section 8: Cooling

This section examines how cooked food is cooled for storage.

Cooling

Check blast chiller is being used correctly
Check foods placed into blast chiller are being recorded correctly i.e. start and finish time and temperature
Check food is covered appropriately during cooling
Check all foods are being cooled within 90 minutes
Check foods are being cooled adequately if other methods are used

Comments for Cooling. Write NA if none

What to look for:

  • Blast chiller is being used correctly (if available)
  • Cooling records show start time, finish time, and temperatures
  • Food is covered during cooling
  • Food is cooled to below 8 degrees Celsius within 90 minutes
  • Alternative cooling methods are effective if no blast chiller

Common issues:

  • Blast chiller not used or used incorrectly
  • No cooling records
  • Food left uncovered during cooling
  • Cooling taking longer than 90 minutes
  • Large containers of hot food placed directly in fridge

Corrective actions:

  • Train staff on blast chiller operation
  • Set up a cooling record system
  • Provide covers for cooling food
  • Use smaller containers or ice baths to speed cooling
  • Review what food needs to be cooled and plan production accordingly

Section 9: Cleaning and disinfection

This section reviews cleaning standards and chemical management.

Cleaning And Disinfection

Check staff have all available cleaning materials and chemicals
Check the chemical storage area is tidy and clean
Check all chemicals used are food grade and approved by management
Check staff have appropriate PPE available where required
Check all cleaning tasks are being completed properly
Check pot-wash area is being kept reasonably tidy through service and cleaned and tidied properly after service
Check waste bins are being cleaned and disinfected every day properly
Check waste bin areas are being kept tidy and bins emptied when full
Check all bulk equipment is in good condition and being cleaned properly

Comments for Cleaning And Disinfection. Write NA if none

What to look for:

  • Cleaning materials and chemicals are available
  • Chemical storage area is tidy and secure
  • All chemicals are food-safe and approved
  • Staff have appropriate PPE where required
  • Cleaning schedule tasks are being completed
  • Pot wash area is kept tidy during and after service
  • Waste bins are cleaned and disinfected daily
  • Bin areas are tidy with bins emptied when full
  • Large equipment is clean and in good condition

Common issues:

  • Missing cleaning chemicals or equipment
  • Unapproved chemicals being used
  • Cleaning schedule not being followed
  • Dirty pot wash area
  • Overflowing bins
  • Equipment with built-up grease or dirt

Corrective actions:

  • Restock cleaning supplies and set up a checking system
  • Remove unapproved chemicals and source correct products
  • Review cleaning schedule and adjust if tasks are unrealistic
  • Assign responsibility for pot wash area tidiness
  • Increase bin emptying frequency
  • Schedule deep clean for neglected equipment

Section 10: Pest control

This section checks for signs of pests and prevention measures.

Pest Control

Check for any signs of pest activity or ingress
Check pest proofing measures are in a good state of repair e.g. fly screens, EFKs, bristle strips, door closers etc

Comments for Pest Control. Write NA if none

What to look for:

  • No signs of pest activity (droppings, gnaw marks, dead insects, live pests)
  • Pest proofing measures are in good repair
  • Fly screens are intact
  • Electric fly killers are working and positioned correctly
  • Door seals and bristle strips are in place
  • Door closers are working

Common issues:

  • Evidence of mouse or rat activity
  • Fly screens damaged or missing
  • EFK bulbs not working or unit full
  • Gaps under doors or around pipes
  • Doors propped open

Corrective actions:

  • Contact pest control contractor immediately if activity found
  • Repair or replace damaged fly screens
  • Replace EFK bulbs and empty catch trays
  • Seal gaps and install bristle strips
  • Remind staff to keep doors closed

Section 11: Maintenance

This section examines the physical condition of the premises.

Maintenance

Check walls, floors and ceilings are in a state of good repair
Check lighting and ventilation are in good condition and working correctly
Check all major equipment and structure is in a well maintained and safe condition – gas/electrical/water/drainage

Comments for Maintenance. Write NA if none

What to look for:

  • Walls, floors, and ceilings are in good repair
  • No flaking paint, damaged tiles, or holes
  • Lighting is adequate and working
  • Ventilation is working correctly
  • Extraction hoods are clean and functioning
  • Major equipment is well maintained
  • No water leaks or drainage issues
  • Gas and electrical equipment is safe

Common issues:

  • Damaged flooring or wall tiles
  • Lights not working
  • Extraction not clearing smoke and steam
  • Equipment breaking down frequently
  • Water pooling or slow drains

Corrective actions:

  • Schedule repairs for structural damage
  • Replace bulbs and report electrical issues
  • Have extraction system serviced
  • Set up a preventive maintenance schedule
  • Clear drains and investigate persistent issues

Section 12: Waste control and management

This section checks waste handling procedures.

Waste Control And Management

Check external waste areas are being kept in clean tidy condition with no waste or spillages on the floors
Check all external waste bin lids are closed when not in use
Check waste collection frequency is sufficient to ensure that waste does not build up to unmanageable levels

Comments for Waste Control And Management. Write NA if none

What to look for:

  • External waste areas are clean and tidy
  • No waste or spillages on the ground
  • External bin lids are closed when not in use
  • Waste collection frequency is sufficient
  • Bins are not overflowing between collections

Common issues:

  • Waste on ground around bins
  • Bin lids left open (attracting pests)
  • Bins overflowing before collection
  • Waste bags left outside bins

Corrective actions:

  • Clean waste area and set up a regular cleaning schedule
  • Remind staff to close bin lids
  • Increase collection frequency or add more bins
  • Review waste segregation to maximise bin capacity

Section 13: Allergen management

This section verifies allergen controls are in place and working.

Allergen Management

Check major allergens are being stored correctly below other items when possible
Check all major allergens are indicated on all food labels
Check original allergen information is kept for decanted items and these items are labelled correctly
Check allergen matrix has been updated with all new information inc. any product/menu changes
Check robust allergen controls are being adhered to during storage, preparation and service
Check robust allergen controls are being adhered to in regard to personal hygiene and cleaning procedures
Check allergen control procedures are working in regard to safe communication between front of house and kitchen staff
Check all allergen control training for staff is current and updated and all staff have received appropriate training

Comments for Allergen Management. Write NA if none

What to look for:

  • Allergens are stored below other items where possible
  • All food labels indicate major allergens
  • Original allergen information is kept for decanted items
  • Allergen matrix is up to date with current menu
  • Allergen controls are followed during storage, preparation, and service
  • Separate equipment is used or properly cleaned between allergen and non-allergen dishes
  • Communication between front of house and kitchen is working
  • Staff allergen training is current and documented

Common issues:

  • Allergens stored above other foods
  • Missing allergen information on labels
  • Out-of-date allergen matrix
  • No system for communicating allergen requests to kitchen
  • Staff unsure about allergen content of dishes
  • Training records missing or out of date

Corrective actions:

  • Reorganise storage to position allergens correctly
  • Update labels to include allergen information
  • Review and update allergen matrix
  • Set up a clear allergen communication system (written tickets, verbal confirmation)
  • Schedule allergen training refresh for all staff

Automate the Follow-Up with Poppi

We're still finalising the best automation setup for food safety checks. Once that's ready, this section will show you how to use Poppi to track completion and chase anyone who hasn't done their check.