How to choose and manage suppliers for your food business

Today, I want to talk about choosing and managing suppliers to ensure food safety for your business.

When running a food business, you need to be confident about the safety of your raw ingredients and any ready-made products you buy in. It is important to food safety that you choose your suppliers and contractors carefully.   

CHOOSING SUPPLIERS FOR YOUR FOOD BUSINESS

Ask the following questions when choosing suppliers and contractors:

• How long has the supplier/contractor been in business?
• Are they registered as a food business with the local authority?
• Do they supply fully detailed and referenced invoices?
• Do they have any certification or quality assurance?
• Do they store, transport, and pack their goods in a hygienic way?
• Do they provide allergen information for the products they supply?
• How quickly do they respond to your concerns?
• Do other businesses recommend them?
• Are there Trade Associations from which further advice may be obtained?

MANAGING SUPPLIERS FOR YOUR FOOD BUSINESS

• Check that the supplier has a food safety management system.
• Make sure you make it clear to the supplier what your criteria and expectations are.
• Carry out regular delivery time, temperature and quality checks and keep records.
• Complete and keep details of your suppliers.
• Review the information regularly, and amend information as required to keep the records up to date.
• Ensure that when products are substituted, your supplier provides the correct allergen information for the substituted products.

CORRECTIVE ACTION

If the food supplied has not been handled safely, e.g., if you think it has not been kept cold enough, then the delivery should be rejected. Contact the supplier immediately and notify them of your concerns, and keep a record.

Repeated problems need to be properly addressed, which may include raising a formal complaint or changing the supplier.

PRODUCT WITHDRAWAL OR RECALL

If you become aware of a problem with a product, stop using and/or selling it straight away. Speak with your supplier or the manufacturer to establish which products and batches are affected. Remove all affected products and label them “not for use/sale”. Make sure your staff know about the problem and do not use the products.

RECORD KEEPING

Review details of suppliers and contractors regularly and amend records accordingly. It is a legal requirement to keep a record of what food products you have bought, who you bought them from, the quantity, and the date. The easiest way to do this is to keep all invoices and receipts.

Learn more about your responsibilities when it comes to traceability here.

AUDITS AND VISITS TO SUPPLIERS

Consider written supplier audits of each supplier. And visit suppliers as necessary to satisfy yourself as to the hygienic conditions achieved and compliance with your specifications and standards.