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Food receiving log for every delivery that comes through the door.
Check the temperature and condition of each delivery, record it, and accept or reject on the spot. Reject cold items above 4°C, frozen items that have thawed, and anything damaged, unlabeled, or showing signs of pests. Print it, keep it at the back door, fill it in cold items first.
What goes in the log
A header filled in once a week, then one row per delivery. Check cold items first, before they sit on the dock and warm up.
Header, filled once a week
3 fields
- Location or store name
- Week of
- Receiver name
One row per delivery
8 columns
- Date, time, supplier, item description
- Temperature in °C, and condition
- Accept or reject, and receiver initials
Reject the delivery if
5 triggers
- Cold items are above 4°C
- Frozen items have thawed
- Packaging is damaged
- No label, or past its date
- Any signs of pests
Close out the sheet
2 steps
- Note any rejected loads or issues to flag
- Manager prints, signs, dates the sheet
Download the food receiving log
Free, letter size, one page a week. Header fields, an eight-column delivery table, a reject rule across the top, a notes line, and a manager sign-off at the bottom.
Every kitchen is different. This log is a general starting point, not a one-size-fits-all rule. Temperature targets, reject rules, and record retention vary with your products and your local health unit's requirements. Review it and adapt it to your operation before you rely on it. Probe It Food Safety provides this resource for general guidance only.
Certified Public Health Inspector
Receiving is the cheapest point in the whole chain to stop a problem. Once a warm load of chicken is in your walk-in, it is your problem, your loss, and your liability. A driver in a hurry will tell you it is fine. The probe tells you the truth. Check cold items first, write down the number, and reject on the spot if it is over. A signed log of rejected loads is also what gets you a credit from the supplier.
Samira Ali · Certified Public Health Inspector · Probe It Food SafetyCommon questions
What temperature should a cold delivery be?
Refrigerated items should arrive at 4°C or below. Above 4°C they are in the danger zone, between 4°C and 60°C, where bacteria grow fastest. The sheet says to reject cold items reading above 4°C. Probe the thickest item in the load, not just the air around it.
What if a frozen delivery is soft or thawed?
Reject it. Frozen food should arrive frozen solid. Soft spots, thawed edges, or large ice crystals on the packaging are signs it warmed up in transit and refroze, which is a reason to turn the load away and note it on the sheet.
Do I check every delivery?
Yes, every one. Log the date, supplier, item, temperature, and condition, then mark accept or reject. Do the cold and frozen items first so they are not sitting out while you check the dry goods.
How long should I keep the logs?
Keep them with your other operational records. Retention varies by province and by your own food safety plan, so confirm the period that applies to you, and file them somewhere easy to pull during an inspection or a supplier dispute.