A well-filled HACCP form is the backbone of traceability. It allows anyone – from the kitchen manager to the inspector – to understand in a few minutes when, what, and how it was checked and what measures were taken in case of deviations. The guide below, step by step, is based on a typical form structure covering the date, type of control, responsible person, risk description, actions, testing, and archiving.
Step 1: Date and time. Enter the date of the inspection and the exact time it was conducted, especially for temperatures. The timestamp allows connection to real conditions (ambient temperature, time of service) and later trend analysis.
Step 2: Type of control. Indicate if it is a daily, weekly, monthly, or incoming control (food reception). For an internal audit, select “internal audit” and add the scope (e.g., “fridge chain inspection”).
Step 3: Responsible person. Enter the name and function. If two people are performing the control (e.g., verification and supervision), record this. Clear responsibility prevents gaps.
Step 4: Description of risk. Note what is being checked and why it is risky (e.g., “fridge temperature – bacterial growth above 5 °C”). The description should be short but meaningful, illustrating the connection between the criteria and the risk.
Step 5: Preventive and corrective actions. Prevention describes what is being done to prevent deviations (cleaning, separation, proper storage). Corrective actions are recorded only if there is a deviation: what was done, when, by whom, and the result of retesting.
Step 6: Monitoring. Record measurements and observations clearly (e.g., “Fridge 2: 3.5 °C, 07:30”). If there are multiple measurements (start and mid-service), record both. Thermometers must be calibrated; the calibration date should be in a separate list.
Step 7: Testing. If laboratory, microbiological, or chemical analysis is performed, attach the report number and date. In case of deviations, plan for retesting and describe improvements.
Step 8: Notes, attachments, signatures. Notes capture special circumstances (e.g., power outage). Attachments include photos of thermometers, fridge diagrams, or delivery notes. Signatures confirm responsibility – without signatures, the document is incomplete.
Step 9: Archiving. Indicate whether the record is archived digitally or physically, and where. Consistent file naming and backups enable quick retrieval.
The most common mistakes are missing time, illegible values, unsigned documents, missing corrective actions in case of deviations, and lack of connection with laboratory reports. With a clear form and disciplined completion, these mistakes are eliminated, and the documentation becomes a reliable reflection of practices in the kitchen.