Food Safety Audit: How to Conduct it Effectively?

Did you know unsafe food causes over 600 million illnesses worldwide every year? When food isn’t handled or prepared properly, it can be contaminated, making people sick and putting businesses at risk.

Whether you own a restaurant, hotel, or food manufacturing company, keeping food safe isn’t just about following the rules. It’s about protecting your customers and your reputation.

So, what is a food safety audit? It’s a process that checks whether a business is following food safety standards. Auditors examine how food is stored, handled, and prepared to ensure it meets health regulations. Regular audits help find potential risks, improve hygiene, and keep food safe for everyone.

In this blog, we’ll walk you through the steps to conducting an effective food safety audit so your business stays compliant and customers can confidently dine.

What Is a Food Safety Audit?

A food safety audit is a detailed inspection that evaluates whether a food business follows safety regulations and industry standards. It helps identify risks, ensures compliance with health codes, and improves food handling practices.

With 64% of food businesses worried about the impact of a poor food safety audit or enforcement, the importance of these audits cannot be overstated.

An auditor examines cleanliness, storage, staff hygiene, and equipment maintenance to prevent food contamination and protect consumers.

These audits can be internal (conducted by the business itself) or external (carried out by regulatory agencies or third-party organizations). A successful audit ensures compliance and builds trust with customers and stakeholders by demonstrating a commitment to food safety and quality.

Types of Food Safety Audits

Different food safety audits are designed to help maintain strong standards. Some are conducted internally by businesses to assess their practices, while external organizations perform others to ensure compliance with regulations or industry standards.

These audits are essential for food safety, helping businesses detect and address potential risks before they escalate into serious issues.

Internal Audits

Internal audits conducted by a company’s staff provide a valuable opportunity for self-assessment and continuous improvement. They help businesses identify potential risks, fix issues before escalating, and ensure compliance with food safety regulations.

Internal audits are often scheduled regularly, covering everything from hygiene practices to record-keeping and equipment maintenance.

A food safety auditor within the company usually conducts the audit using a checklist based on industry standards. Employees involved in food preparation and handling may also participate in these audits to ensure that all safety protocols are followed correctly.

By addressing issues early, internal audits help businesses maintain high food safety standards and prepare for external food safety inspections.

External Audits

Unlike internal audits, external audits are conducted by independent entities outside the business. These audits evaluate a company’s food safety practices and ensure that they meet government regulations, industry standards, and customer expectations.

External audits fall into three main categories:

1. Regulatory Audits:

Regulative audits conducted by government agencies ensure that food businesses comply with local, regional, or national food safety regulations. Health departments, the FDA, USDA, or equivalent authorities in other countries may perform these audits. Failure to pass a regulatory audit can result in penalties, fines, or business closure.

2. Third-Party Audits:

These audits are performed by independent certification bodies to verify a business’s adherence to industry standards. For example, a third-party audit may assess compliance with ISO 22000, Safe Quality Food (SQF), or HACCP certification requirements.

Passing these audits enhances a company’s reputation and reinforces its commitment to internationally recognized food safety standards.

3. Customer/Supplier Audits:

Large retailers, restaurants, or food manufacturers may audit their suppliers to ensure safe sourcing and consistent product quality. These audits help businesses verify that their suppliers follow food safety practices and comply with agreed-upon standards.

A well-structured supplier audit process helps minimize risks in the food supply chain and prevents contamination.

Key Regulations and Standards for Food Safety Audits

Food hygiene audits ensure businesses comply with various regulations and standards. These regulations vary by region but aim to maintain public health and prevent foodborne illnesses.

Food industry businesses must understand global standards and region-specific regulations to ensure they comply with food safety laws.

Global Standards

1. HACCP (Hazard Analysis and Critical Control Points)

HACCP is an internationally recognized system that identifies and manages potential hazards in food production. It focuses on identifying critical points in the food process where risks could occur and implementing controls to prevent contamination. HACCP is widely used across industries to ensure food safety from farm to table.

2. ISO 22000 (International Food Safety Management Standard)

ISO 22000 is a globally accepted standard that outlines food safety management requirements. It combines the principles of HACCP with other management system standards, ensuring businesses can provide safe food at every stage of the supply chain.

ISO 22000 certification shows a company’s dedication to maintaining strong food safety practices and managing risks effectively.

3. GFSI (Global Food Safety Initiative)

The GFSI is a global collaboration of food safety experts from the industry, academia, and government. GFSI works to standardize global food safety practices by evaluating and aligning different certification programs. By following GFSI guidelines, businesses can meet global food safety standards and improve their reputation in the market.

Regulations in Southeast Asia

Food safety regulations differ across Southeast Asia, with each country setting guidelines businesses must follow to remain compliant.

1. Singapore:

The Singapore Food Agency (SFA) enforces strict food safety regulations. Food businesses must comply with the Food Act and Food Hygiene Regulations, which mandate requirements for food handling, storage, and sanitation practices.

The SFA also regularly monitors and inspects food establishments to prevent contamination risks and ensure public health.

2. Malaysia:

The Food Hygiene Regulations 2009 in Malaysia set standards for food safety in establishments that handle, prepare, or sell food, ensuring safe food practices across the industry. Regulations cover areas such as food storage, employee hygiene, and sanitation. The Ministry of Health conducts inspections to ensure compliance with these laws.

3. Thailand:

In Thailand, businesses must comply with the Good Manufacturing Practices (GMP) and HACCP certification to ensure food safety in production.

GMP guidelines focus on maintaining a safe environment for food processing, while HACCP addresses specific risks at critical points in the food production process. Thai regulations require companies to have these certifications to operate in the food industry.

4. Indonesia:

The National Agency of Drug and Food Control (BPOM) oversees food safety regulations in Indonesia. BPOM ensures that food products meet national safety standards and that businesses adhere to proper food handling, storage, and packaging guidelines. BPOM also conducts inspections and requires certifications for food production and distribution.

How Is a Food Safety Audit Conducted?

A food safety audit systematically ensures food businesses comply with industry standards and regulations. It helps identify risks in food handling, storage, sanitation, and employee hygiene practices.

Following a structured food safety audit process, businesses can maintain the highest standards, protect consumers, and avoid legal complications. Below is a step-by-step breakdown of how a food safety audit is conducted:

1. Pre-Audit Preparation

A successful food safety audit starts long before the audit day itself. Preparation ensures that businesses are ready and that employees understand the expectations. The preparation phase generally includes the following:

• Setting Objectives: Identifying primary compliance goals is crucial in audit preparation. The food safety team and auditor collaborate to set goals that focus on meeting regulatory standards, quality management, and the business’s specific food safety needs.
• Training Employees: Staff education is essential for a successful audit. Employees must be familiar with food safety protocols such as handwashing, proper storage techniques, and personal protective equipment (PPE). Ensuring staff is well-trained beforehand minimizes non-compliance issues that may arise during the audit.
• Reviewing Documentation: A comprehensive review of all records, including temperature logs, cleaning schedules, pest control records, and supplier documents, is important for a smooth audit. By ensuring that all documentation is up to date and easily accessible, businesses can avoid delays or discrepancies that may result in non-compliance.

2. On-Site Inspection and Process Review

Once preparations are complete, the next stage of the audit is the on-site inspection and process review. During this phase, the auditor will inspect various aspects of the food business to identify potential risks or violations.

• Food Handling and Storage: The auditor checks that food is stored at proper temperatures and follows hygienic handling practices. This includes checking refrigerators, freezers, and storage areas to ensure they operate efficiently and maintain the right conditions for different types of food. Ensuring the proper food safety inspection of these areas helps prevent foodborne illnesses caused by improper food storage.
• Sanitation and Cleanliness: Kitchen hygiene is one of the most critical aspects of food safety. The auditor evaluates cleanliness in food preparation areas, sanitation procedures, pest control systems, and overall facility cleanliness. This includes inspecting surfaces, equipment, and floors for cleanliness and confirming that cleaning schedules are adhered to and free from cross-contamination risks.
• Employee Hygiene Practices: The audit will also include a review of employee hygiene practices, such as uniform policies, the availability of handwashing stations, and personal hygiene compliance. Poor employee hygiene is often the cause of foodborne illness outbreaks, so this is a prominent area for the auditor to assess.
• Equipment and Facility Inspection: Auditors inspect equipment and facilities to check for maintenance issues and potential contamination risks. Equipment such as refrigerators, stoves, and food processing machinery must be in good condition to avoid health hazards. Additionally, auditors check for signs of cross-contamination, such as raw meat touching ready-to-eat food.

3. Documentation and Compliance Check

After reviewing the facility and its operations, the auditor will examine the primary documents to ensure everything is recorded correctly and complies with food safety standards.

• Reviewing Record-Keeping Practices: Temperature monitoring logs, cleaning schedules, and pest control records are essential for proving compliance. The auditor will ensure that logs are complete, accurate, and up-to-date. Businesses should maintain detailed records for all processes to ensure accountability and traceability.
• Checking Ingredient Sourcing: Food safety audits often include verifying the sourcing of ingredients. The auditor checks supplier records to ensure that ingredients come from safe, reliable sources that meet food safety standards. Knowing where food ingredients originate and how they are handled before arriving at the facility is important for ensuring food safety.
• Validating Labeling and Expiry Dates: Auditors assess product labeling, including expiration dates and allergen information. This helps ensure consumers are informed about the contents of the products they’re purchasing and prevents the sale of expired or unsafe food items. Accurate labeling is vital for complying with local regulations and international food safety standards.

4. Audit Report and Findings

Once the audit is complete, the auditor prepares a report outlining their findings. The report usually includes a detailed analysis of the entire audit process, highlighting any non-conformities and areas of improvement.

• Common Non-Conformities: Auditors frequently find violations such as improper storage temperatures, expired ingredients, and failure to follow cleaning schedules. The audit report will list these non-conformities and explain how they may pose risks to food safety.
• Grading System: Audits may use either a pass-fail or a more detailed grading system. A pass-fail system provides a simple assessment of whether the business is compliant. On the other hand, a graded audit provides a detailed view of a business’s food safety practices, offering scores in different areas. This helps businesses identify their strengths and weaknesses, allowing them to make targeted improvements where needed.
• Corrective Action Plan (CAP): Following the audit, the business must develop a Corrective Action Plan (CAP) to address non-compliance issues. The CAP outlines steps to fix identified problems, including timelines and responsibilities for implementation. The CAP ensures that businesses act on the findings and improve their food safety standards.

By following these steps, businesses can ensure compliance with food safety regulations, improve their practices, and protect their customers. A well-conducted food safety audit is necessary for maintaining high standards and promoting a strong food safety culture.

Benefits of Regular Food Safety Audits

Regular food safety audits are more than just a compliance measure. They bring multiple benefits to businesses in the food industry. Below are some main advantages:

1. Prevents Foodborne Illnesses

One main reason for conducting regular food safety audits is to prevent contamination and foodborne illnesses. These audits help identify risks such as improper storage temperatures, poor sanitation, and cross-contamination, which are primary factors that can lead to serious health hazards.

Every year, 600 million people worldwide suffer from foodborne illnesses, with 420,000 fatalities, highlighting the need for strict food safety protocols. By proactively addressing these risks, businesses can protect their customers, prevent outbreaks, and avoid legal or financial consequences.

A great example is Singapore’s hawker stalls, which serve diverse local dishes. To maintain food safety, the Singapore Food Agency (SFA) enforces strict hygiene and inspection requirements for all vendors.

These audits ensure proper sanitation, temperature control, and pest management, essential to reducing contamination risks and ensuring consumer safety.

2. Ensures Legal Compliance

Food safety audits ensure businesses comply with local, regional, and national regulations. Non-compliance can lead to fines, shutdowns, and even reputational damage. By regularly conducting food safety audits, companies can avoid costly penalties and maintain their operational licenses.

Audits also provide a record showing compliance with required standards, which can be helpful if regulatory agencies conduct inspections. This is important for businesses that rely on trust and legal compliance, such as restaurants and food manufacturers.

3. Boosts Customer Confidence

Consumers are increasingly concerned about their food and are more likely to trust businesses with strong food safety records. Regular audits show that a business takes food safety seriously, building customer confidence and loyalty.

Jollibee, for example, has taken significant steps to reinforce its commitment to food safety and quality by implementing stronger practices across its global supply chain.

The company’s initiatives, such as hosting webinars with food safety experts and introducing food safety stickers on deliveries, showcase its commitment to transparency and customer safety. These initiatives build trust and enhance the company’s reputation, leading to repeat business, positive reviews, and greater customer loyalty.

4. Enhances Operational Efficiency

Food safety audits enhance safety and improve operational efficiency. By evaluating existing processes, businesses can identify inefficiencies, streamline workflows, and reduce waste. This can lead to cost savings, higher productivity, and improved service.

For example, audits may highlight better ways to manage inventory, reduce overstocking, or minimize food waste. Efficient operations lead to a more profitable and sustainable business in the long run.

Overall, food safety audits are an investment that pays off in terms of health, compliance, customer trust, and operational performance. Regular audits ensure that businesses meet the required standards and continuously improve their practices for greater success.

Conclusion

Food safety audits are vital for food businesses. They ensure compliance with regulations while prioritizing customer health and safety. Regular audits help identify potential risks, streamline operations, and reduce the likelihood of foodborne illnesses.

By regularly evaluating their practices, businesses can improve efficiency, reduce waste, and build stronger consumer trust.

Ultimately, food safety audits are more than just a regulatory check—they’re an opportunity for growth, better customer experiences, and a commitment to quality. Investing in this process protects a business and reinforces its reputation and long-term success in a competitive market.