Goods In Delivery Check Log: Free UK Template

Goods-in and delivery checks log (free UK template)

Food safety starts at the back door. A goods-in log shows you checked each delivery arrived cold, intact and as ordered, and records what you did when it did not.

Print the free sheet below, or use the LogBooks Hub version so staff can log a delivery on their phone and photograph a warm reading or damaged box.

How often: Every delivery of chilled or frozen food, and a quick check of packaging and labels on everything else. Put chilled and frozen food away straight after checking.

Printable A4, no sign-up or email needed.

What to record

Date and time of delivery

Supplier

Products delivered, or the invoice or delivery note number

Temperature of chilled and frozen items

Packaging intact, use-by dates acceptable and labels (including allergen information) correct

Accepted or rejected, and the reason for any rejection

Initials of the person who received it

A filled-in example

Sample entries only, to show the level of detail an inspector expects.

Example Goods-in and delivery checks entries
Date / time	Supplier	Products	Temp (°C)	Packs and dates OK?	Accept / reject	Initials
05/10 07:45	Dairy supplier	Milk, cream	4.1	Yes	Accept	JS
05/10 07:50	Meat supplier	Chicken breast	10.3	Yes	Reject - too warm. Supplier called	JS
05/10 09:10	Frozen supplier	Chips, peas	Frozen hard	Yes	Accept	AK
06/10 08:00	Veg supplier	Mixed veg	Ambient	One box crushed	Accept, crushed box returned	AK

Why this log matters

Food law requires you to take reasonable precautions to protect your customers, and that starts with the safety of your raw ingredients. The SFBB pack advises regular delivery time, temperature and quality spot checks. Separately, keeping a record of what food you bought, who from, how much and when is a legal requirement, so that you or an enforcement officer can trace where a food came from. Keeping invoices is usually enough for that part (SFBB Suppliers and contractors).

What to check

Check	Accept if
Chilled food	8°C or below (legal limit in England, Wales and Northern Ireland). Your own target, such as 5°C, can be tighter
Frozen food	Frozen hard, with no sign of thawing. Freezers should hold food at -18°C or below
Packaging	Intact, clean, not wet or crushed
Dates	Use-by dates leave enough time to use the food
Labels and allergens	Correct product, with allergen information. A substitute product may contain different allergens

An infra-red thermometer is quick for checking surface temperatures on delivery. If the reading looks high, confirm it with a clean, disinfected probe between packs rather than piercing the food.

What to do if a delivery fails

If you think food has not been handled safely, for example it is too warm, reject it.
Contact the supplier straight away and record the details.
If you accept a substitute product, update your allergen information before you use it.
If problems repeat, raise a formal complaint, change supplier, or contact your local authority.

The digital version lets the person receiving the delivery photograph the probe reading and the delivery note, so your audit pack shows exactly what arrived.

The easier way: keep it on your phone

In LogBooks Hub this log reminds staff when it is due, stamps each entry with who and when, can hold a photo as evidence, and goes into your audit pack PDF in one click. It is one of 90+ ready-made logbooks, from £30 a month. Works on any device in the browser, or grab the iPhone or Android app.

Frequently asked questions

What temperature should chilled deliveries be?

Chilled food must be kept at 8°C or below in England, Wales and Northern Ireland, and this is recommended in Scotland. That applies on delivery too. You can set a tighter acceptance target, such as 5°C, in line with the recommended fridge setting. Some products need colder storage, so check the label and your supplier's specification.

What temperature should frozen deliveries be?

Frozen food should arrive frozen hard, with no sign of thawing such as softness, liquid or ice crystals inside the packaging. The Safer Food, Better Business pack says frozen food should be kept at -18°C or below. Put frozen deliveries in the freezer as soon as they arrive. If food has started to defrost, do not refreeze it.

Should I reject a delivery that is too warm?

Yes. The SFBB pack says that if you do not think a supplier has handled the food safely, for example it has not been kept cold enough, you should reject the delivery, contact the supplier immediately and write down the details. If it keeps happening, complain formally, change supplier or contact your local authority.

Do I have to keep delivery records?

You must keep a record of what food you bought, who you bought it from, the quantity and the date, so the food can be traced. Keeping all your invoices and receipts is usually the easiest way. SFBB suggests keeping them at least until you are sure the food has been used without problems. A goods-in check log is separate and shows the delivery was safe.