How to Record an EHO Visit Video for Your Food Safety Management System

Date modified: 29th January 2026 | This article explains how you can record a video on EHO visits to store and share with your teams inside the Pilla App. You can also check out the Food Safety Management System Guide or our docs page on How to add a video in Pilla.

A Food Safety Management System is a legal requirement for food businesses in most locations. It is used to provide documented procedures that keep food safe and demonstrate compliance to inspectors.

There are several ways to create and share your system with your team, including everything from printed manuals to digital documents, but we think that video-based training offers some important advantages. Video is the most relatable and personable way to train your teams—staff can see real people demonstrating real procedures in a familiar setting, making the content easier to absorb and remember than reading a manual.

Videos in Pilla are always available when your team needs them, they can be watched repeatedly until procedures are understood, and the system records exactly who has watched the videos and when. Recording your own procedures means that this training reflects exactly how things are done in your kitchen, not generic guidance that may not apply to your operation.

This article gives examples of how you could record your video. It's not intended to be food safety consultancy, and if you are unsure about how to comply with food safety laws in your location, you should speak to a local food safety expert.

Key Takeaways

  • Step 1: Explain why EHO visits matter and the serious consequences of non-compliance
  • Step 2: Plan what to explain on camera versus document as written procedures
  • Step 3: Cover EHO powers, food hygiene ratings, legal notices, and due diligence defence
  • Step 4: Walk through inspection procedures, sampling visits, and post-visit actions
  • Step 5: Cover common mistakes like obstructing officers or failing to document findings
  • Step 6: Reinforce the critical points: cooperate fully, document everything, maintain due diligence records

Article Content

Step 1: Set the scene and context

Environmental Health Officer visits are one of the most important events in any food business. How your team handles an EHO visit can determine your food hygiene rating, whether you receive legal notices, and in serious cases, whether the business can continue operating. Your team needs to understand not just what to do during a visit, but why compliance matters and what's at stake if things go wrong.

EHOs can enter your premises at any reasonable time—for a routine inspection, because of a complaint or allegation, or because of reported pest sightings. They have significant legal powers, and non-compliance can lead to consequences ranging from improvement notices to prosecution, fines, jail sentences, and permanent closure of the business.

Where to film this video:

This is primarily a knowledge-based video, so film in a quiet area where you can speak clearly. However, consider filming segments in your kitchen to show where records are kept, where sampling might take place, and to demonstrate the practical elements like checking ID and walking through with the officer.

What to have ready:

  • Examples of your documentation: HACCP records, cleaning schedules, temperature logs
  • Your EHO visit form
  • Training records and training matrix
  • Allergen matrix
  • Equipment calibration records
  • Pest control records
  • Any previous EHO reports or food hygiene rating certificates
  • Contact details for senior management

Start your video by explaining:

"This video covers how to handle an Environmental Health Officer visit—one of the most important situations you might face in this kitchen. EHOs have significant legal powers, and how we respond to their visits directly affects our food hygiene rating, our reputation, and potentially the future of this business. I'm going to explain what EHOs can do, how to behave during an inspection, what happens during a sampling visit, and what to do if we receive any kind of legal notice. Everyone needs to understand this, because an EHO could arrive at any time and speak to any member of staff."

Step 2: Plan what to record versus what to write down

EHO visit training combines explanations of legal powers and consequences with practical procedures. Split your content strategically.

Best for video (on camera):

  • Why EHO visits matter and the consequences of non-compliance
  • How to behave during an inspection (cooperate, don't obstruct, take notes)
  • The importance of checking the officer's ID
  • Walking through with the officer and taking detailed notes
  • What due diligence means and why documentation matters
  • How to handle questions from the officer
  • The escalation process after a visit

Best for supporting written text:

  • Full list of EHO powers
  • Food hygiene rating scale (0-5) and what each score means
  • Step-by-step procedure for sampling visits (cooked and raw-to-cooked products)
  • Post-visit action checklist
  • Legal notice types and required responses
  • Complete list of due diligence records to maintain
  • Contact details for senior management
  • EHO visit form template

Example written procedure to include:

During an EHO Inspection:
□ Check officer's photographic ID
□ Cooperate fully—do not obstruct under any circumstances
□ Walk around with them, taking detailed notes
□ Wear appropriate protective clothing
□ Wash hands when entering food areas
□ Note all comments and observations (they may not leave written feedback)
□ At the end, ask for a verbal summary of actions required
□ Communicate all details to executive chef and head of food operations

Sampling Visit (Cooked Products):
□ Check officer's ID, ask them to sign into kitchen record
□ Inform senior chef on duty
□ Obtain product from walk-in fridge
□ Check product is fresh looking, trim if necessary
□ Present on clean base/container with cling film
□ Freshly wash and disinfect knife, fork, spoon, tongs
□ Wear blue disposable gloves
□ Have two witnesses present
□ Cut 200g sample, halve to 100g for EHO
□ Provide supplier details, batch code, production date, use by date
□ Attach supplier label to sample bag/container
□ Get EHO contact details and expected results timeframe
□ Complete EHO visit form and email all managers

Step 3: Core rules and requirements

Cover what your team needs to understand about EHO powers, legal consequences, and the due diligence defence.

Why EHOs visit:

Explain that all food businesses must register with the local authority environmental health department so that EHOs can carry out routine inspections to enforce food safety law. Visits may also occur because of complaints, allegations of food poisoning, or pest sightings. The EHO may work with Trading Standards if food is suspected of being produced or sold "not of the substance as described."

EHO powers:

Your team needs to understand the full extent of what EHOs can do. Explain each power clearly:

  • Enter premises at any reasonable time - They don't need to give you notice or make an appointment. They can arrive during any operating hours.

  • Inspect and audit - They will examine your premises, processes, and documentation thoroughly.

  • Issue a food hygiene rating - Based on a fixed standard from 0 to 5. A score of 5 confirms a high level of compliance. A score of 0 confirms little or no compliance and requires extremely urgent improvements.

  • Seize food for laboratory analysis - They can take samples of any food product for testing.

  • Seize documentation - They can take your records for further analysis.

  • Question staff and take statements - They can speak to any member of your team and record what they say.

  • Swab surfaces and equipment - They can test for bacterial contamination.

  • Take photographs - As evidence of any non-compliance they observe.

  • Issue improvement notices - Allowing the business to continue operating on the condition that specific improvements are made within a specified timescale.

  • Issue prohibition notices - To stop the business from operating entirely, or to stop a specific process or piece of equipment from being used.

  • Provide verbal advice and guidance - Not all feedback results in formal action.

Legal consequences of non-compliance:

Make clear the serious consequences that can result from failing to comply with food safety law:

  • Hygiene improvement notices - Formal requirements to make specific changes within a set timeframe.

  • Hygiene emergency prohibition notices and orders - Immediate closure of all or part of your operation.

  • Prosecution, fines, and jail sentences - In the worst cases, individuals can face criminal prosecution.

  • Closure of premises - The business may be shut down.

  • Banning of food business operators - Individuals can be banned from operating any food business.

  • Civil action - Individuals harmed by your food can sue the business and individuals for compensation.

  • Adverse publicity - Poor ratings and enforcement action become public, affecting your reputation and future trading success.

Tell your team: "These aren't theoretical consequences. Businesses do get closed down. People do go to prison. A poor food hygiene rating is publicly visible and will affect customer numbers. This is why we take EHO visits seriously and why we maintain our standards every single day."

The due diligence defence:

Explain this critical legal concept: "Food hygiene legislation allows for the defence of due diligence. This means that if legal proceedings are brought against the business or an individual, you can establish a defence if you can show that you took all reasonable precautions and exercised due diligence to avoid committing an offence.

Officers and courts will take this into account before or during a prosecution—but only if we can provide documentation to prove we exercised due diligence. This is why maintaining accurate, up-to-date records isn't just good practice—it's our legal protection.

Due diligence records include: HACCP monitoring records, cleaning schedules, opening and closing checks, equipment calibration records, pest control records, waste management records, equipment maintenance records, EHO visit sheets, fitness to work forms, customer complaint records, the allergen matrix, individual training records, and the training matrix. All of these must be accurate and up to date at all times."

Step 4: Demonstrate or walk through

Walk through the specific procedures for different types of EHO visits.

Before and during a routine inspection:

Walk through the correct behaviour: "When an EHO arrives, the first thing you do is introduce yourself and check their credentials. Ask to see their official ID card with photograph. This is standard practice and they will expect it.

Once you've confirmed their identity, cooperate fully at all times. Do not obstruct them under any circumstances—obstruction is a criminal offence and will make any situation significantly worse.

Where possible, walk around with them during the inspection. Take detailed notes of their comments and observations regarding any issues found. This is essential because they do not always leave written feedback or reports on the day. Your notes may be the only record of what was discussed.

While accompanying them, lead by example. Wear appropriate protective clothing and wash your hands when necessary. You're demonstrating your standards while they're watching.

At the completion of the inspection, ask the officer to summarise the details of any actions required. Make notes of everything they say. Then communicate all details of the inspection to the executive chef and head of food operations, who will communicate these findings to other managers and the food business operator."

Handling a sampling visit:

Walk through the specific procedure: "If an EHO arrives for a sampling visit, follow this procedure in order:

First, check their photographic ID. Then ask them to take a seat in a discrete part of the unit—away from customers if possible.

Bring over the kitchen record and ask the EHO to sign into it. While you're getting the record, inform the senior chef on duty of the reason for the visit."

Sampling procedure for cooked products:

Walk through in detail: "For cooked products, obtain the named product from the walk-in fridge if possible. Check that the product looks fresh with no dry areas. If it's a pâté, cut a 2cm area away from both ends and discard before presenting.

Ensure the product is cling filmed onto a clean base or container. Freshly wash and disinfect a steak knife, fork, dessert spoon, and serving tongs.

Have a fresh portion bag ready. Put on blue disposable gloves before presenting the product.

Take the product and utensils to the EHO, preferably in a discrete part of the unit. Crucially, ensure you have two other members of staff with you to witness what is happening.

Remove any protection from the product. Avoid physically touching any of the product with your hands. The EHO will require a 100g portion and will provide a suitable bag or container.

Cut a 200g sample with the clean knife and fork, then halve it. Place the 100g sample into the bag or container provided and seal it.

Give the EHO the name and address of the supplier, the batch code, production date, and use by date. Remove the supplier label from the product and clingfilm it to the sample bag or container.

Request the name and contact details of the EHO, the timeframe for results, and where results will be sent.

Collate all information and fill out the EHO visit form. Email details to all relevant managers immediately."

Sampling procedure for raw-to-cooked products:

Walk through the differences: "For raw products that need to be cooked, take the product from the walk-in fridge and check it's well within its use by date.

Cook the item thoroughly. Test the temperature is above 75°C with a clean, disinfected probe. Hold the probe for at least 30 seconds in the deepest part of the product to ensure an accurate reading.

Present the cooked product on a clean, disinfected plate. Then follow the same procedure as for cooked products: wash and disinfect utensils, wear gloves, have two witnesses present, cut the sample, provide supplier information, and complete the documentation."

Post-visit actions:

Walk through what happens after the visit: "After any EHO visit, all relevant managerial personnel must sit down and review the findings. This review will be based on:

  • The notes taken by the senior chef during the visit
  • Any initial paperwork left on site by the enforcement officer
  • The official paperwork regarding the food hygiene rating
  • Any improvement notice or hygiene emergency prohibition notice

Whatever the seriousness of the observations—whether minor comments or major non-compliances—they must all be addressed in order of urgency relevant to food safety.

A management meeting should take place at the earliest possible convenience. The meeting must include minutes with agreements on who will do what, with everything given a timescale based on urgency and risk assessment.

Written minutes must be distributed to all concerned. Everything agreed must be robustly documented. The date and time of the next meeting should be agreed, and all managers must work to meet set deadlines.

Follow-up meetings must use the same system: actions agreed, responsibilities assigned, timescales set, minutes taken and distributed. Senior management must ensure deadlines are being met and check ongoing progress.

All documentation—initial reports, summaries, notices, meeting agendas, minutes, and agreed responsibilities—must be kept and stored for a minimum of three years.

Finally, a review of the Food Safety Management System must take place to identify any weaknesses. Agreed improvements must be written into the FSMS, communicated to all staff, and further training provided as necessary."

Handling statutory notices and legal proceedings:

Walk through the serious scenario: "If enforcement officers serve a hygiene improvement notice, a hygiene emergency prohibition notice, issue a formal caution, or indicate they intend to prosecute, the responsible person must:

Request a verbal indication of the items requiring attention and make detailed notes. Ask about the timeframe allowed for compliance.

If a hygiene emergency prohibition notice is served, it must be displayed prominently for customers to see. This is a legal notice and must not be removed, covered, or obscured under any circumstances.

If the EHO indicates that prosecution will be taken or issues a formal caution, be as helpful as possible. Answer all questions truthfully. Failure to do this will be seen as obstruction and will not help your case.

Contact and inform all relevant managers of the details immediately."

Step 5: Common mistakes to avoid

Cover the errors that can make EHO visits worse than they need to be.

Mistake 1: Obstructing the officer

"Obstruction is a criminal offence. Don't refuse entry, don't try to hide things, don't lie, don't delay them unnecessarily. Even passive obstruction—being unhelpful, slow, or evasive—can be noted and will affect how they view your operation. Cooperate fully from the moment they arrive."

Mistake 2: Failing to check credentials

"Always ask to see the officer's ID card with photograph. This protects you from potential fraudsters and is standard practice. A genuine EHO will expect this and have their ID ready. If someone refuses to show ID, don't grant them access and contact the local authority to verify."

Mistake 3: Not taking notes during the inspection

"EHOs don't always leave written feedback on the day. If you don't take notes of their comments and observations, you may have no record of what was discussed or what needs to be addressed. Walk with them, write down everything they say, and ask for clarification if you don't understand something."

Mistake 4: Not escalating findings to senior management

"Every EHO visit, regardless of outcome, must be communicated to the executive chef and head of food operations immediately. They need to know what was observed, what was said, and what actions are required. Don't assume someone else will tell them. Don't wait until tomorrow. Report it immediately."

Mistake 5: Failing to act on findings

"If an EHO identifies issues—whether informally or through a formal notice—those issues must be addressed within the specified timeframe. Ignoring findings or missing deadlines can escalate informal advice into formal notices, and formal notices into prosecution. Treat every piece of feedback as requiring action."

Mistake 6: Poor documentation and record-keeping

"Your documentation is your due diligence defence. If your HACCP records are incomplete, your cleaning schedules aren't signed off, your training matrix is out of date, or your temperature logs have gaps, you've lost your ability to prove you took reasonable precautions. EHOs will examine your documentation closely. Keep everything accurate and up to date—not just before a visit, but every single day."

Mistake 7: Not having witnesses during sampling

"During a sampling visit, you must have two other members of staff with you to witness what happens. This protects you if there's ever a dispute about how the sample was taken or what was said. Never conduct a sampling procedure alone with the EHO."

Mistake 8: Removing or obscuring prohibition notices

"If you receive a hygiene emergency prohibition notice, it must be displayed prominently where customers can see it. Removing it, covering it, or obscuring it is a criminal offence. It's humiliating and damaging to the business, but you must comply. The only way to remove it is to address the issues and have the notice formally lifted."

Step 6: Key takeaways

Finish your video by reinforcing the critical points.

"Let me recap what you need to remember about EHO visits:

They can arrive at any time: EHOs don't need to make appointments. They can enter at any reasonable time for routine inspections, complaints, or allegations.

They have significant powers: They can inspect, seize food and documents, question staff, swab surfaces, take photographs, and issue notices that can close your business.

The consequences are serious: Non-compliance can lead to improvement notices, prohibition notices, prosecution, fines, jail sentences, closure, and being banned from the food industry. Plus civil action from anyone harmed by your food.

Always check credentials: Ask to see their official ID card with photograph before granting access.

Cooperate fully: Never obstruct an EHO under any circumstances. Be helpful, honest, and professional.

Take detailed notes: Walk with them during the inspection and write down everything they say. They may not leave written feedback.

Escalate immediately: Communicate all details to senior management straight after the visit.

Follow sampling procedures exactly: Check ID, sign in, prepare properly, have witnesses, document everything.

Act on findings: Address all issues in order of urgency. Meet deadlines. Hold management meetings. Document everything.

Maintain due diligence records: HACCP records, cleaning schedules, temperature logs, training records, pest control records, maintenance records, complaint records, allergen matrix—all must be accurate and up to date at all times. This is your legal defence.

Display prohibition notices: If you receive one, it must be displayed prominently. Do not remove or obscure it.

Keep records for three years minimum: All documentation from visits and subsequent meetings must be retained.

How we handle EHO visits reflects how we run our food safety system every day. If you're doing things right daily, an EHO visit is an opportunity to demonstrate your standards. If you're cutting corners, a visit will expose that. The best preparation for an EHO visit is to maintain your standards consistently, every shift, every day."