SOP – Kitchen / F&B Production – Receiving of Food and Raw materials

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Receiving Food and Raw Materials in the Kitchen

The standard operating procedure (SOP) for kitchen and food and beverage (F&B) production involves the crucial step of receiving food and raw materials. It is important to ensure that all items received are of good quality, fresh, and safe for consumption.

To begin, the receiving area must be clean and organized, with proper storage facilities available. As the delivery arrives, the receiving personnel must check the quantity and quality of the items against the purchase order. Any discrepancies or damages must be reported immediately to the supplier and recorded in the receiving logbook.

Once the items are deemed acceptable, they must be properly labelled, dated, and stored in their designated areas. Perishable items must be immediately stored in the refrigerator or freezer to prevent spoilage. Non-perishable items can be stored in dry storage areas.

It is also important to follow hygiene and safety protocols during the receiving process. The receiving personnel must wear clean and appropriate clothing, hairnets, and gloves. They must also wash their hands thoroughly before and after handling any food items.

By following these guidelines, the kitchen and F&B production can ensure the quality and safety of their products, while maintaining a clean and organized receiving area.

The Kitchen Staff/Chef who is responsible for receiving Food and Raw materials in the Kitchen schedules deliveries for off-peak hours and makes sure trained staff is available to receive, inspect, and store food promptly.

Receiving Food and Raw Materials Standard Procedures:

1) General Points to note while receiving food and raw materials:  

  • Delivery times be agreed in advance with suppliers and meet business needs.
  •  The receiving area supervisor ensures that health and safety regulations are adhered to during deliveries.
  •  The supervisor should have the supporting order documentation to cross-reference with the delivery docket provided.
  •  Receiving should be done in such a way that only one delivery at a time from approved suppliers and make sure to verify the credentials of the delivery person.
  •  Record the date received on the outside of each package and a use-by date if applicable.
  •  Remove potentially hazardous foods from the temperature danger zone (> 5º Celsius) and storage place as quickly as possible.
  •  Accept only pasteurized dairy products.
  •  Assure that no home-prepared foods are accepted or used by third parties.
  •  When damaged items are found, the manager or designee should call the distributor so the product can be picked up and returned and a credit issued.
  •  Make a note on the invoice when any items are rejected.
  •  Reject potentially hazardous foods that are not at acceptable temperatures and cans with swelled tops or bottoms, leakage, incomplete labels with rust, dents, etc.
  •  Evaluate the quality of products by odour, sight, and touch and reject unacceptable products.
  •  The received products must always meet the order specifications and the quality requirements.
  •  If any foods are deemed unacceptable, they should be rejected and put in a designated area for credit.

2) Checking the delivery docket against the order form.

  • The supervisor physically checks each case for the correct quantity, quality, and temperature required for the received items.
  •  Items should be weighed where appropriate.
  •  Packaging should be of good quality and contain the required date and source data, where relevant.
  •  Any discrepancies should be noted, recorded, and reported to the concerned manager. 

3) How to Receive Frozen and Refrigerated Foods?

  • Check to make sure that all frozen food is solid, and does not show evidence of thawing and re-freezing.
  •  Check to ensure that refrigerated foods are received at or below 5º Celsius.
  •  Check the temperature of the frozen items with a calibrated thermometer to ensure that cold food is below 5° Celsius.
  •  Reject frozen foods that should be stored below 5° Celsius that are delivered above 5° Celsius.
  •  Eggs with shells can be at a temp of 7° Celsius if it is above then the same to be rejected.
  •  Check at random the temperature of three different refrigerated food items for each delivery.
  •  Record the date, employee initials, vendor, product name, and temperature of these products in the Receiving Temperature Log.
  •  Place foods in the proper storage area (cooler or freezer) quickly to avoid potential bacterial growth.
  •  Proper deep chill storage temperatures are from 0º Celsius to -3,5º Celsius or below.
  •  Proper freezer temperatures are -18º Celsius.

4) How to Receive Dry Goods in the Kitchen?

  • Check dry goods for leaks, flaws, or broken packages.
  • Dry goods should be dry, free of mould, and free of insects.
  • If the packages are flawed, they should be rejected and put in a designated area for credit.
  • Visually inspect cans for leaks, dents, bulges, or other visible signs of damage.
  • Notify a manager if a damaged can is found.
  • Date boxes and cans with receiving date.
  • Always separate chemicals from foods and store them separately.
  • Proper dry storage temperatures are between 10º Celsius and 21º Celsius at 50% to 60% humidity.

5) How to ensure effective issuing and controlling of stock in the Hotel Kitchen?

  • Access to stores is strictly controlled and goods are only issued at defined times, on receipt of the appropriately signed requisition form.
  •  Items are only issued by the individual responsible for store management or designate.
  •  Stocktaking is regularly completed and results are recorded.
  •  Use the First In First Out (FIFO) inventory rotation of products in all storage areas to ensure that the oldest products are used first.
  •  Products with the earliest use-by or expiration dates are stored in front of products with later dates.
  •  Mixing old food with new food is not acceptable.
  •  Keep products in their original package until used.
  •  All discrepancies are investigated.

Training Summary questions:

Q1. What is the purpose of this SOP?

Q2. Who is responsible to check and verify the receiving items?

Q3. Explain how to check the delivery docket against the order form.

Q4. How to properly receive Frozen Foods?

Q5. Methods to ensure effective issuing and control of stocks?

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