HACCP Records: A UK Food Business Complete Guide (2026)

Quick answer: Every UK food business must identify food safety hazards and implement HACCP-based procedures under retained Regulation (EC) 852/2004. Records must evidence hazard analysis, critical control points (CCPs), monitoring, corrective action, and verification. Retention is typically 12 months past shelf-life for perishable products; the Food Standards Agency recommends 2 years for most records. FSA inspections use these records to set your Food Hygiene Rating Scheme score.

HACCP paperwork is what the inspector asks for first. A well-kept HACCP folder makes the inspection a 30-minute formality; a missing one turns a routine visit into an improvement notice and a 0 or 1 on the scores-on-the-doors sticker in the window.

Who must keep HACCP records

Any UK food business — restaurants, takeaways, hotels, cafes, school kitchens, care home kitchens, butchers, bakeries, retailers, caterers, producers, manufacturers, wholesalers. The scale of documentation varies with the size and risk of the operation, but the principle is universal.

The seven HACCP principles

1. Conduct a hazard analysis — biological, chemical, physical, allergen
2. Identify Critical Control Points (CCPs) where hazards can be controlled
3. Establish critical limits for each CCP (time, temperature, pH)
4. Establish monitoring procedures for each CCP
5. Establish corrective action when limits are breached
6. Verify the system is working (e.g. periodic audit, external calibration)
7. Keep records to evidence every step

What records the FSA expects

At an inspection you should be able to produce a HACCP plan, temperature logs (fridge, freezer, cook, hot hold, cool-down), cleaning schedules signed off as complete, supplier approval records and traceability documents, allergen records for every menu item, staff training records and food hygiene certificates, pest control inspection records, water quality records for private supplies, and due diligence records for any claims (organic, halal, free-from).

Temperature logs — the daily requirement

Fridges must hold food at 8°C or below (best practice 5°C); freezers at -18°C or below. Cook temperatures for poultry should reach 75°C core; 63°C for hot-held food; cool-down from 63°C to 5°C within 90 minutes. Every CCP should be monitored at the frequency set in the plan — usually daily, sometimes per batch.

Allergen records and Natasha's Law

Since October 2021, all Prepacked for Direct Sale (PPDS) food must carry a full ingredient label including all 14 regulated allergens emphasised. Records should show you know the allergen status of every ingredient from every supplier, with specification sheets on file and reviewed at least annually.

Supplier records and traceability

Under "one step up, one step down" traceability, you must know exactly where each ingredient came from and where it went. Invoices, delivery notes, batch codes, and product specifications should be filed together. In a withdrawal or recall, the FSA expects traceability evidence within four hours.

Retention periods

For most records, 2 years is the FSA recommendation. Some specific records — like traceability for meat — are required by law for longer periods. Retain training certificates for the duration of employment plus 3 years, and pest control records for 3 years.

Food Hygiene Rating Scheme consequences

FHRS scores (0 to 5) are public. Councils in England, Wales, and Northern Ireland publish them on food.gov.uk. Scotland runs Food Hygiene Information Scheme (FHIS) with "Pass" or "Improvement Required". Missing records are one of the most common reasons for a sub-3 score — and a score below 3 often triggers re-inspection, tariff impact with delivery platforms, and loss of contract with corporate clients.

Common mistakes

1. A templated HACCP plan not adapted to the business
2. Temperature logs that are suspiciously round — 5°C every day at 9am
3. Missing signatures showing who completed each check
4. Cleaning schedules ticked but no evidence of what was cleaned
5. Allergen matrix not updated when a recipe changes

FAQs

Do I need Safer Food, Better Business?

SFBB is the FSA's entry-level pack for small caterers. It's not mandatory but will satisfy the documentation requirement for most small businesses if followed faithfully. Larger businesses should use a fuller HACCP framework.

Who signs off the HACCP plan?

The business owner or designated food safety manager. In a multi-site chain, a central HACCP plan is permitted but must be adapted for each site's specific risks.

Can records be digital?

Yes. Many kitchens now use apps for temperature logging, cleaning schedules, and allergen records. The FSA accepts digital records provided they are complete, tamper-evident, and producible during an inspection.

How long should I keep training records?

For the duration of employment plus a reasonable period — typically 3 years — to evidence compliance at the time of any incident.

Sources and further reading

• Food Standards Agency
• FSA: HACCP guidance
• Retained Regulation (EC) 852/2004 — food hygiene
• Food Information (Amendment) (England) Regulations 2019 — Natasha's Law

Last reviewed 2026-04-22 by Jamie Dawson, Editor. Corrections: corrections@logbook.co.uk