Free HACCP plan template for UK restaurants

What is a HACCP plan?

HACCP (Hazard Analysis and Critical Control Points) is a systematic approach to food safety. Rather than relying on end-product testing, HACCP identifies the points in your process where things can go wrong and puts controls in place to prevent them.

Under EC Regulation 852/2004, every UK food business must have a documented food safety management system based on HACCP principles. For most restaurants, the FSA's Safer Food, Better Business (SFBB) pack satisfies this requirement.

Without a documented HACCP system, your Confidence in Management score during an EHO inspection will be high (bad) — likely capping your food hygiene rating at 3 or below, regardless of how clean your kitchen is.

The 7 HACCP principles

Every HACCP plan follows these seven principles, established by the Codex Alimentarius Commission and adopted into UK law.

1 Conduct a hazard analysis

List every step in your food preparation process — receiving, storage, preparation, cooking, cooling, reheating, serving. At each step, identify what could go wrong: bacterial contamination, allergen cross-contact, physical hazards (glass, metal), chemical contamination (cleaning products).

2 Determine Critical Control Points (CCPs)

CCPs are the steps where you can prevent, eliminate, or reduce a hazard to an acceptable level. Common restaurant CCPs include: cooking temperatures, chilling times, hot holding temperatures, and supplier approval. Not every step is a CCP — only those that are critical to safety.

3 Establish critical limits

Set measurable limits for each CCP. These are the boundaries between safe and unsafe. Examples: cooking core temperature must reach 75°C, fridge temperature must stay below 5°C, cooling must bring food below 8°C within 90 minutes.

4 Establish monitoring procedures

Define who checks what, how often, and with what equipment. Fridge temperatures checked twice daily with a calibrated thermometer. Cooking temperatures probed for every batch. Delivery temperatures checked on arrival. This is the daily work — and the daily paperwork.

5 Establish corrective actions

What happens when a critical limit is breached? If the fridge reads 9°C, do you discard the food? Move it? Check the door seal? Document the action taken, who took it, and when. EHOs want to see that you have a plan for when things go wrong — not just when they go right.

6 Establish verification procedures

Periodically check that your HACCP system is actually working. Calibrate thermometers. Review records for gaps or patterns. Conduct internal audits. Your HACCP plan should be reviewed when anything changes — new menu items, new suppliers, new equipment, new staff.

7 Establish record-keeping

Document everything. The HACCP plan itself, monitoring records, corrective actions, verification results. This is the paper trail that proves your system works. Keep records for at least 12 months. This is the principle where most restaurants fail — not because the system is bad, but because the records are incomplete.

What your daily HACCP records must include

This is what EHOs actually look for when they open your records folder. Missing any of these will lower your Confidence in Management score.

Daily records

• Fridge temperatures — at least twice daily (opening and closing)
• Freezer temperatures — at least once daily
• Cooking core temperatures — every batch, probe to centre of thickest part
• Hot holding temperatures — checked every 2 hours if applicable
• Delivery checks — temperature, condition, use-by dates on arrival
• Cleaning sign-offs — who cleaned what, when, initialled
• Opening checks — handwash basins stocked, surfaces clean, probes available

Weekly records

• Deep-cleaning tasks completed and signed off
• Equipment checks — dishwasher temperatures, probe calibration
• Stock rotation check — FIFO (first in, first out) compliance

Monthly and ongoing

• HACCP plan review — any changes to menu, suppliers, or processes
• Staff training records — new starters, refreshers, certificates
• Pest control reports — filed from contractor visits
• Corrective action log — any problems and how they were resolved

Temperature requirements at a glance

Common HACCP mistakes that lower your rating

1. Having a plan but not using it — an SFBB pack on the shelf with empty diary pages is worse than no plan at all, because it shows you know what to do but don't do it
2. Identical temperature readings every day — EHOs are trained to spot fabricated records. Real fridges fluctuate
3. No corrective action records — things go wrong in every kitchen. If your records show nothing ever went wrong, it means you weren't recording
4. Missing records for days or weeks — gaps in your diary suggest the system only operates when someone remembers
5. Not reviewing the plan after changes — new menu items, new suppliers, or new equipment all require a HACCP review
6. Only one person understanding the system — if the manager is off sick and no staff member can explain the HACCP procedures, the EHO will score management confidence low

Paper vs digital HACCP records

Paper templates work — they satisfy the legal requirement and many businesses with a rating of 5 use them. But they come with practical problems that digital systems solve.

Frequently asked questions

Do I need a HACCP plan for my restaurant?

Yes. Every UK food business must have a documented food safety management system based on HACCP principles. This includes restaurants, cafes, takeaways, dark kitchens, market stalls, and food trucks. The FSA's Safer Food, Better Business (SFBB) pack is the simplest way to comply.

What are the 7 HACCP principles?

Hazard analysis, identifying critical control points, setting critical limits, establishing monitoring procedures, defining corrective actions, verification procedures, and record-keeping. See the detailed breakdown above.

How often should HACCP records be completed?

Daily records (temperatures, cleaning, deliveries) should be completed every day you operate. Weekly records include deep-cleaning checks. The HACCP plan itself should be reviewed monthly and whenever anything changes — new menu, new suppliers, new staff.

What happens if I don't have HACCP during an inspection?

Your Confidence in Management score will be high (bad), likely capping your rating at 3 or below. In serious cases, an EHO can issue a Hygiene Improvement Notice with a legal deadline to implement a system. Continued non-compliance can lead to prosecution.

How long should I keep HACCP records?

At least 12 months. Some businesses keep 2-3 years to show long-term compliance. Digital records make this trivial — paper records require physical storage.

Is this template enough for an EHO inspection?

This template covers the daily recording forms EHOs check. You also need your completed SFBB safe methods (or equivalent HACCP plan document), staff training certificates, pest control records, and supplier documentation. For a complete system, see our guide on how to improve your food hygiene rating.

What to read next

• EHO inspection checklist: what inspectors check
• How to get a 5 food hygiene rating
• SFBB guide for small food businesses
• Run the free documents audit
• UK food recalls this week — log recalled stock in your HACCP records