Appendix 8: Template examples

The following templates are provided for information and can be adapted or combined to suit specific business
needs.
Examples of what you might record are provided in each template, and blank templates are also provided.

Template Description
1 – Supplier details Used to record your suppliers’ details and the products
they supply.
2 – Food receipt Used to record the condition of received goods.
3 – Cooking and cooling food Used to monitor the cooking and cooling times and
temperatures.
4 – Temperature record sheet: e.g. for food Used to monitor the temperature of foods, for example,
display being displayed.
5 – Log for 2-hour/4-hour rule Used to monitor food temperatures while they are in the
‘danger zone’.
6 – Cleaning and sanitising procedure Used to show what needs to be cleaned, the method,
and who is responsible for cleaning and sanitising.

7 – Cleaning and sanitising record Used to record your cleaning schedule (2 weeks). It
may be useful to adapt this template for daily, weekly,
fortnightly and/or annual cleaning and sanitising
schedules and checklists.
8 – General temperature record Can be adapted for multiple activities to record food
temperatures (reheating, cooking, transport).
Template 1 – Supplier details
Supplier name Contact details Address Foods supplied Notes

FS Food Delivery (02) 6271 2222 4/15 Lancaster Pl, Cheese, Sourdough Supplier agreement
AH 0444 12345 Majura Park, ACT in place, check
delivery truck 1 x /
month

✔ Maintain up-to-date records of your suppliers and the products they supply you with.
✔ Consider setting up supplier agreements or an approved supplier program to ensure you receive safe and suitable
products.
✔ Reject suppliers that do not supply food that meets safety and suitability requirements.
Template 2 – Food receipt
Date Time Supplier Product (name and lot) Condition/Temp Corrective action / Notes Checked
by

e.g. Cheese – 007 Package intact, Truck inspected – clean, MR

3/11/2 08:00 FS Food Frozen spinach - 5°C temperature ok
2 Frozen hard
Delivery P0P13

Check:
✔ Goods received under agreed conditions. Frozen food must feel hard frozen with no evidence of thawing.
(e.g. clean, packaging intact, correctly labelled, correct temperature, date markings within ‘Use by’ or ‘Best Before’ date).
✔ Cold foods should be kept at 5°C or below (unless validated alternative).
✔ Hot foods should be kept at 60°C or above (unless validated alternative).
✔ Supplier’s details included in shipment.
✔ Product name and lot identified.
✔ Determine if the received goods should be accepted (then stored correctly), returned, or disposed.
Template 3 – Cooking and cooling food (examples)
Cooked Cooling Time ≤ 21°C 5°C or
Time Time
food core start time within within below
2 hrs? within 4 Corrective action/ note Staff
temp 2 hrs initials
hrs?
(≥75°C (when food
temp is (Yes — (6 hrs after
Date Food or Temp Temp
Temp continu start)
equiv.) 60°C)
e
cooling)
3/11/22 Spinach 80.9 oC 8:30am 10:30am 12:30pm
and Yes Yes <5°C in 4 hrs, no 6 hr test MR
cheese required
pies 60oC 5°C -
19°C
3/11/22 Tuna 96 oC 11:00a 1:00pm Yes 3.00pm Yes AC
Mornay m 5:00pm
17
20oC o
C
60 3.8
o o
C C
3/11/22 Roast 90.4 oC 11.30a 1.30pm Yes 3.30pm 5.30pm Discard product, reviewed SN
chickens m No cooling process, chop up
21 16 8oC chicken before cooling.
62 oC o
C
o
C
4/11/22 Rice Boiling 10:10a 12.10pm 2 hr limit not met, discarded.
m No Reviewed SOP. Cool under KF
cold running water or portion
35.2oC to small containers to cool.

61oC
 ✔ Use a clean, sanitised probe thermometer.
✔ Ensure food is thoroughly cooked to ≥75°C (or equiv.) by checking the thickest part.
✔ Potentially hazardous food must be cooled from 60°C to 21°C within 2 hours, then cooled from 21°C to 5°C within the next 4 hours.
✔ Some tips to rapidly cool food include: dividing big batches into smaller portions, using blast chillers, and using ice water baths.

Template 3 – Cooking and cooling food

Cooked Cooling Time ≤ 21°C 5°C or
Time Time
food core start time within within below
2 hrs? within 4 Corrective action/ note Staff
temp 2 hrs initials
hrs?
(≥75°C (when food
temp is (Yes — (6 hrs
Date Food or Temp Temp
Temp continue after
equiv.) 60°C)
cooling) start)
✔ Use a clean, sanitised probe thermometer.
✔ Ensure food is thoroughly cooked to ≥75°C (or equiv.) by checking the thickest part.
✔ Potentially hazardous food must be cooled from 60°C to 21°C within 2 hours, then cooled from 21°C to 5°C within the next 4 hours.
✔ Some tips to rapidly cool food include: dividing big batches into smaller portions, using blast chillers, and using ice water baths.
Template 4 – Food temperature record sheet: e.g. for food display (examples)
Date 3/11/22
Notes

Time AM PM AM PM AM PM AM PM AM PM AM PM AM PM

Cold unit 1 Pies were ‘probed’ – temperature

4.5° 4.8° good but fridge is making a
e.g. Fridge 1
C C
funny noise*

Cold unit 2

Cold unit 3

Hot unit 1 off 60o

e.g. Bain marie 1 C
Hot unit 2
e.g. pie warmer 62o 61o
C C
Hot unit 3

Staff initials MR WH

Date Corrective action taken (e.g. bain marie temperature turned up, Signed
refrigeration unit checked by technician, food discarded, etc.)
3/11 * Called fridge technician to check Fridge 1 MR

✔ Use a clean, sanitised probe thermometer to check food temperature (or e.g. a jar of water, if checking refrigeration).
✔ Cold foods should be kept at 5°C or below (unless validated alternative).
✔ Hot foods should be kept at 60°C or above (unless validated alternative).
✔ If food is not at correct temperature, add notes on corrective actions taken.
Template 4 – Food temperature record sheet: e.g. for food display
Date Notes

Time AM PM AM PM AM PM AM PM AM PM AM PM AM PM

Cold unit 1

Cold unit 2

Cold unit 3

Hot unit 1

Hot unit 2

Hot unit 3

Staff initials

Date Corrective action taken (e.g. bain marie temperature turned up, Signed
refrigeration unit checked by technician, food discarded, etc.)

✔ Use a clean, sanitised probe thermometer to check food temperature (or e.g. a jar of water, if checking refrigeration).
✔ Cold foods should be kept at 5°C or below (unless validated alternative).
✔ Hot foods should be kept at 60°C or above (unless validated alternative).
✔ If food is not at correct temperature, add notes on corrective actions taken.
Template 5 – Log for 2-hour/ 4-hour rule

Food Date Time out of Activity Time back in 2-hr/4-hr action

refrigeration (e.g. food prep, temp control Total time out (re-refrigerate/ Staff
(above 5°C) display, transport.) (≤5°C) use/ or discard initials
— see below)
Meat & 3/11/22 10:30am Sandwich prep 11:00am 30 min Back in fridge 1 MR
salad
sandwiche
12 noon Display for lunch 1:30pm 1hr 30 + 30 Put 10 sandwiches DC
on top of lunch prep back in fridge 1
counter = 2hr
3:30pm Remain on display 3hr 30 + 30 4 hr limit, discarded DC
on top of lunch prep leftovers
counter = 4hr
4:00pm 10 saved from 6:00pm 2 hr + 2 hr Only one left, DC
lunch, display for = 4 hours discarded
quick sale at end
of day – placed on
top of counter
Fresh 4/11/22 11:00am Buns from fridge 3:00 pm 4 hours Discarded remaining AC
cream to display table
filled buns front of shop for
Sliced ham 5/11/22 8:00am quickham
Placed saleon 10:00am 2 hr Wrapped portion
for bench for use for left, marked with SN
croissants breakfast today’s date &
croissants noted 2 hours left
for tomorrow, put
back in cool room
Sliced ham 6/11/22 8:00am Placed ham on 10:00am 2hr (yesterday) Discarded remaining SN
for bench for use for +
croissants breakfast 2 hr = 4 hr
croissants
✔ If food is kept between 5°C and 60°C, this temperature must–be
day 2
monitored and recorded.
✔ Each time period that food is kept between 5°C and 60°C, add up to reach a total time.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for less than two hours must be refrigerated or used immediately.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for longer than two hours but less than four hours must be used
immediately and not put back in the refrigerator.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for longer than four hours must be discarded.
Template 5 – Log for 2-hour/ 4-hour rule

Food Date Time out of Activity Time back in 2-hr/4-hr action

refrigeration (e.g. food prep, temp control Total time out (re-refrigerate/ Staff
(above 5°C) display, transport.) (≤5°C) use/ or discard initials
— see below)

✔ If food is kept between 5°C and 60°C, this temperature must be monitored and recorded.
✔ Each time period that food is kept between 5°C and 60°C, add up to reach a total time.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for less than two hours must be refrigerated or used immediately.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for longer than two hours but less than four hours must be used
immediately and not put back in the refrigerator.
✔ Potentially hazardous food that has been kept between 5°C and 60°C for longer than four hours must be discarded.
Template 6 – Cleaning and sanitising procedure
Item/ How Cleaning method Sanitising method Responsibility Comments
equipment often
e.g. Bain Daily Turn off power, drain Mix 5ml concentrated Kitchen hand - Chemicals, cloths, and
marie out water, discard bleach in 10L warm MR gloves in cupboard
food left in trays. water in sink (use under sink.
Remove trays and gloves).
grids and pre-rinse Soak trays in sink for 5 Make fresh bleach
them with warm mins. solution daily
water. Wet a clean cloth in
Wash in warm soapy bleach solution and wipe
water (use inside of bain marie.
“Supersoap” Place trays on clean tea
detergent and towel on bench to air
scrubber). dry.
Rinse in clean hot
water.
Wipe inside of bain
marie.
✔ Use warm to hot water to help remove grease etc.
✔ Use an effective detergent for your application (depends on residue/equipment).
✔ Ensure that the surface looks, feels, and smells clean.
✔ Use a sanitiser after cleaning, for all food contact surfaces.
✔ Follow the manufacturer’s instructions for all chemicals.
✔ Take care to not re-contaminate surfaces and equipment after cleaning and sanitising.
Template 6 – Cleaning and sanitising procedure
Item/ How Cleaning method Sanitising method Responsibility Comments
equipment often
✔ Use warm to hot water to help remove grease etc.
✔ Use an effective detergent for your application (depends on residue/equipment).
✔ Ensure that the surface looks, feels, and smells clean.
✔ Use a sanitiser after cleaning, for all food contact surfaces.
✔ Follow the manufacturer’s instructions for all chemicals.
✔ Take care to not re-contaminate surfaces and equipment after cleaning and sanitising.

Template 7 – Cleaning and sanitising record (2 weeks) (examples)

Person(s) Week starting date: 14/11/22 Week starting date: 21/11/22
Area/ equipment Frequency responsible

Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
e.g. Daily or
Meat slicer after WH, LK LK WH LK LK W W LK LK LK LK LK W WH W
each use H H H H

Bain marie Weekly AC AC AC

After each
Stick blender use KF KF X KF X KF KF KF X KF X KF X KF
X

Benches Daily LK
Daily KF, WH
Food processor when
used
 NG NG
Supervisor to initial when task completed to satisfaction.
Use X when not used.
✔ Ensure that food preparation areas/ equipment are free from food waste, dirt, grease, and odours.
✔ Follow the manufacturer’s instructions when cleaning specific equipment.
✔ Ensure staff have the knowledge and skills to effectively clean and sanitise.
✔ Don’t forget less obvious areas like extraction filters, cool room ceilings, plastic door strips, toilet doors, ceiling fans, and light switches.
Template 7 – Cleaning and sanitising record (2 weeks)
Person(s) Week starting date: Week starting date:
Area/ equipment Frequency responsible

Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat

Supervisor to initial when task completed to satisfaction.

Use X when not used.
✔ Ensure that food preparation areas/ equipment are free from food waste, dirt, grease, and odours.
✔ Follow the manufacturer’s instructions when cleaning specific equipment.
✔ Ensure staff have the knowledge and skills to effectively clean and sanitise.
✔ Don’t forget less obvious areas like extraction filters, cool room ceilings, plastic door strips, toilet doors, ceiling fans, and light switches.
Template 8 – General temperature record (multi-use) e.g. cooking, reheating, refrigeration

Food
Date Time Activity / Food / Appliance Corrective action / Notes Checked by
temp. °C
2/11/2
9:00 Fridge 1 check 5 - MR
2
Cook small quiches
“ “ 9:30 79 - MR
(200oC, 20 mins)
Didn’t reach 60°C after reheating 40
Reheat meat pies to hot 53* mins – turned oven up by 10oC and will
“ “ 11:00 MR
hold 63 recheck in 20 mins…
ok at 11:20
Temperature checks
✔ Cold foods should be kept at 5°C or below (unless validated alternative).
✔ Hot foods should be kept at 60°C or above (unless validated alternative).
✔ Frozen foods are ‘frozen hard’.
✔ Cook to internal temperature of ≥75 (or equivalent).
✔ If food is not at correct temperature, add notes on corrective actions.

Template 8 – General temperature record (multi-use) e.g. cooking, reheating, refrigeration

Food
Date Time Activity / Food / Appliance Corrective action / Notes Checked by
temp. °C
Temperature checks
✔ Cold foods should be kept at 5°C or below (unless validated alternative).
✔ Hot foods should be kept at 60°C or above (unless validated alternative).
✔ Frozen foods are ‘frozen hard’.
✔ Cook to internal temperature of ≥75 (or equivalent).
✔ If food is not at correct temperature, add notes on corrective actions.