EHO Visit Checklist for UK Food Businesses

Environmental health officers (EHOs) from your local authority carry out routine — and sometimes unannounced — inspections of food businesses. This checklist helps you walk into a visit ready, with the right records to hand and the day-to-day habits that keep them up to date.

What an EHO looks for

An officer usually focuses on three things: that your food is safe to eat, that you can prove how you keep it safe, and that the premises are clean and suitable. The Food Hygiene Rating Scheme (where it applies) reflects what they find on the day and in your records.

1. Your records

Records are the evidence that you run a safe operation day to day. Have these ready to show:

Your HACCP plan or SFBB (Safer Food, Better Business) pack
Temperature logs — fridges, freezers, cooking, and hot and cold holding
Delivery and supplier checks
Cleaning records (daily, weekly and deep cleans)
Allergen matrix or ingredient lists for your menu
Staff training records and supervision notes
Corrective action records for anything that went wrong

2. Premises and cleaning

Clean, well-lit, pest-free storage, prep and service areas
Separation of raw and ready-to-eat foods and equipment
Working sinks (handwash and equipment), soap and drying
Bin areas tidy and emptied regularly
A visible cleaning schedule that matches what's actually been done

3. Temperature checks

Fridges running at 8 °C or below; freezers at –18 °C or below
Cooking to a safe core temperature (commonly 75 °C or equivalent time/temperature)
Hot holding above 63 °C; chilled display within safe limits
Logs signed and dated by the person who took the reading
A clear record of what you did when a reading was out of range

4. Allergen information

A current allergen matrix covering every dish you sell
Ingredient lists and allergen labels kept for bought-in products
A way for front-of-house staff to answer allergen questions quickly
Procedures to avoid cross-contact when preparing allergen-free meals

5. Staff training and supervision

Relevant food hygiene training (or demonstrable equivalent) for each role
Records of allergen awareness training
Clear supervision so new or agency staff follow your procedures

6. Corrective actions

When something goes wrong — a high fridge temperature, a missed delivery check, a near-miss — record what happened, what you did about it, and how you'll stop it happening again. Officers look for a honest, consistent trail of fixes, not perfection.

The visit day: a practical checklist

Have your records (digital or paper) open and ready to show.
Make sure the person who usually runs food safety is present or contactable.
Walk the officer through storage, prep and service areas.
Show your allergen matrix and how staff find allergen info for a dish.
Have your last few temperature and cleaning logs visible.
Note any actions the officer raises, and record how you'll fix them.
Agree a timescale for follow-up before they leave.

Note: local-authority requirements vary across the UK. Some councils ask for specific formats or additional records. Always follow your own environmental health officer's guidance — this checklist is general, not a substitute for it.

Frequently asked questions

Can an EHO visit without warning?

Yes. Routine inspections are usually unannounced, so your records need to be up to date at all times — not just before a booked visit.

What happens if I'm missing records?

Gaps can count against you. Officers look for a consistent, up-to-date trail; a missing day is less serious than a missing month, but either can lower your rating or lead to action. Be honest about what's missing and show your plan to put it right.

How long should I keep food safety records?

As a general guide, keep daily temperature, cleaning and corrective-action records for at least 12 months, and HACCP review documents for longer. Confirm the exact period with your local authority, as requirements can vary.

Do I need a digital system to pass an inspection?

No. Paper records are perfectly acceptable if they're complete and well kept. A digital system simply makes it faster to log, find and back up records — see our comparison of digital vs paper SFBB packs.

Ready to tidy your records? Start free with Pro Plato or see the plans.