1. Unit 27l Complete Kitchen
Documentation
LO2 Understand how to complete
kitchen documentation

2. Why do we need to complete Kitchen
documents?
As chefs we have a legal responsibility to work
safely and hygienically. In doing this we must
complete and keep certain records; these will
include:
• Temperature charts
• Food safety information
• Accident report forms
• Equipment fault reports
• Stock usage reports

3. Types of Kitchen Documents
Stock use reports - order books, stock control
sheets, requisition books, invoices, delivery
notes
Accident report forms – used to report any
accidents and near misses
Food safety information – blast chill records,
food related incidents, cleaning rotas
Equipment fault reports – what was the issue
and how was it dealt with
Temperature charts – fridge, freezer, display,
point of sale. Taken at least twice per day.

4. Why must they be completed?
• Maintaining organisational procedures
• Safety of staff and customers
• Legal requirement
• Ensuring accurate payment of bills
• Ensuring profitability of kitchen.
They makes the
business run smoothly!

5. Complete kitchen documents:
• They must be legible (readable)
• At correct interval (daily, hourly, ad hoc),
• Completed accurately
• They must be signed and date.
Fridge temps

6. Where do you get kitchen
documentation from?
• Purchased from stationers
• Designed in-house
• Central purchasing

7. Why do we need to copy and keep
documentation?
• Communicating (other departments, suppliers, staff)
• Legal requirements (temperatures, tax)
• Stock control, financial control
• keep documents (secure, data protection, filed in
order).

8. Who should be contacted if problems occur
and why?
For errors in documentation or safety issues:
Supervisor/manager
For reporting of injuries, diseases and dangerous
occurrences
Health and safety executive

9. Remember!
Some information is confidential or sensitive ie
staff’s personal information.
There is a legal requirement under the Data
Protection act to store this type of information
securely

10. Why should information be recorded
and retained
• To comply with legislation (the law):
• If there is a problem then an Environmental
Health Officer or the Health and Safety Executive
may want to trace the supplies you purchased
• Accident reports need to be kept for 3 years by
law
• Temperature records (fridges, freezers, probing
food served) need to be kept for 6 months by law

11. Why does information needs to be
accurate?
• It’s a legal requirement
• It shows financial prudence (good practice)
• It shows professionalism

12. Implications of fraudulently completing
documentation
(fraudulently means making them up!)
Unprofessional image
Bad publicity
Legal action (fines, imprisonment)
Poor staff morale
Possible health and safety dangers
What will these things lead to?
Falling profits and possible loss of job

13. Recap….
• Completing them is a legal requirement
• Some documents will make the working
environment a safer place
• They have to be accurate, readable,
signed dated and kept
• Some documents contain personal
details and need to be kept securely