Goods receiving checks: what to verify before accepting a delivery

The goods receiving check is the moment where a supplier's problem either becomes yours or stays theirs. Accepting a delivery without a check moves the risk into your kitchen; rejecting it at the door leaves it where it started. The exact requirements for what to verify and document depend on your food safety plan and local regulation: what follows is a common-sense structure widely used in European kitchens.

Product temperature

For chilled and frozen products, temperature should be measured on arrival, not assumed from the vehicle's display. An infrared thermometer or a penetration probe (placed between two packs for packaged goods) allows a quick check without breaking the cold chain.

Packaging integrity

• Packaging intact, with no tears, swelling or leaks
• No signs of thawing and refreezing on frozen products
• Clean transport vehicle and outer packaging
• No pests or signs of pest activity

Labels and batch numbers

Every unit should be checked for complete labelling: product name, batch number, expiry or best-before date, and stated storage conditions. The batch number is what makes it possible, in the event of a recall, to know exactly what entered your kitchen and what did not — it should be recorded, not just glanced at.

Delivery note

The document accompanying the goods should be checked line by line against what was actually delivered: quantities, product references, and any batch numbers already stated by the supplier. Discrepancies should be noted on the document itself before signing.

Handling rejected goods

1. Isolate non-compliant products immediately, without letting them into storage
2. Document the reason for rejection with a written note and, if possible, a photo
3. Have the courier or supplier countersign the return
4. Keep the documentation for any follow-up claim with the supplier

Digitising this check keeps it from becoming the first checklist skipped when a delivery arrives mid-service. You can start from a free template at /strumenti/registri-haccp, or fold it into a complete food safety plan with /strumenti/piano-haccp.