Food Safety – Food Traceability Template PDF

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Food safety – food traceability template

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Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.

Customize this template or build your own
Fill out templates via mobile app
Assign and track corrective actions
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

Learn more

Our food safety food traceability template gives you a system for tracking products through your entire supply chain. From receiving raw materials to serving finished products, it covers critical control points with clear yes/no/N/A checkboxes. According to a Food Industry Association and NielsenIQ survey, 72% of consumers consider transparency extremely important when deciding which food brands to support.

We created this template to help you meet these consumer expectations while satisfying regulatory requirements like those in the FDA Food Safety Modernization Act. When a food safety issue arises, this template helps you quickly identify affected products, trace them to their source, and determine where they were distributed—potentially saving your business from costly recalls and reputation damage.

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Preview of the template

Entity

Page 1

Receiving and Inspection

Inspect incoming shipments for signs of contamination or damage

Verify that temperature-sensitive products are within the appropriate temperature range upon delivery

Check that product packaging is intact and seals are not broken

Ensure that the delivered quantities match the order

Storage

Store raw and cooked/ready-to-eat foods separately to prevent cross-contamination

Maintain appropriate temperatures for stored products (frozen, refrigerated, dry storage)

Rotate stock using the First-In-First-Out (FIFO) method

Regularly monitor and record storage temperatures

Preparation

Thoroughly cook foods to the appropriate internal temperature

Avoid cross-contamination by separating raw and cooked/ready-to-eat foods

Ensure that food contact surfaces are cleaned and sanitized before use

Properly thaw frozen foods before cooking

Serving and Holding

Maintain hot foods at a minimum temperature of 140°F (60°C)

Maintain cold foods at a maximum temperature of 40°F (4°C)

Discard any perishable foods that have been left in the danger zone (between 40°F and 140°F/4°C and 60°C) for more than 4 hours

Cover and label all stored foods with the date, time, and contents

Traceability

Maintain records of all incoming ingredients, including supplier information and lot/batch numbers

Implement a system to track the use of ingredients in finished products

Retain records of product distribution, including customer information and lot/batch numbers

Have a written recall plan in place to quickly and effectively remove any unsafe products from the market

Cleaning and Sanitation

Develop and follow a comprehensive cleaning and sanitation schedule

Use appropriate cleaning and sanitizing agents for food contact surfaces

Regularly inspect and maintain food preparation equipment and utensils

Train employees on proper cleaning and sanitation procedures

Employee Health and Hygiene

Require employees to wash their hands frequently, especially before handling food

Prohibit employees with symptoms of illness, such as vomiting or diarrhea, from handling food

Provide adequate handwashing facilities and ensure they are properly stocked with soap and paper towels

Require employees to wear clean and appropriate clothing, including hair restraints, when handling food

Frequently asked questions

How can I use this food safety food traceability template in my business?

This template provides a structured framework for your food safety program. Start by customizing it to your specific products and processes, then implement it as part of your daily operations. Use it to conduct regular audits, train staff on proper procedures, and create documentation that demonstrates compliance with food safety regulations. This allows you to identify areas for improvement in your traceability systems.

Why does the template include sections beyond just traceability?

Food traceability is part of a larger food safety management system. The template takes a holistic approach because contamination can occur at any point. By monitoring receiving, storage, preparation, and serving processes alongside traceability, you create multiple layers of protection. You can then spot potential issues and provide documentation if contamination does occur.

What documentation should I maintain alongside this template?

Keep supplier certification records, temperature logs, cleaning schedules, employee training records, and product specification sheets. Also maintain batch coding information that links ingredients to finished products, and distribution records showing where products were sent. These supporting documents provide the detailed evidence needed if you must investigate a food safety incident or demonstrate compliance during an inspection.

What’s the difference between “one step back” and “one step forward” in food traceability?

“One step back” refers to tracking where your ingredients and raw materials came from—your suppliers. “One step forward” means documenting where your finished products go—your customers or distribution channels. With this template, you can record both directions, creating a complete chain of custody.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.