Quick answer
Approve suppliers for the actual products and risks, not just a trading name. Agree specifications and required evidence, check relevant registration/approval and import requirements where applicable, then verify deliveries and performance. Control substitutions and changes before use. Certificates, audit documents or laboratory reports can support checks, but each needs to match the supplier, product, scope and identified hazard.
Supplier control starts before delivery
Ingredients arrive with specifications, storage needs, allergen information and sometimes specialist controls. An unassessed substitution can change the business’s safe method or customer information.
SFBB supplier guidance supports reliable suppliers and relevant checks. MyHACCP illustrates approved suppliers and agreed specifications as controls.
Use a risk-based approval record
| Field | Evidence/question |
|---|---|
| Supplier identity | Business/contact, location and reliable traceability details. |
| Product/intended use | Specification, ingredients/allergens, storage and preparation. |
| Risk/assurance | Relevant controls, audit/approval scope or other proportionate evidence. |
| Analysis where relevant | Report/lot, appropriate method/specification and competent interpretation. |
| Delivery | Transport, packaging, temperatures/condition and acceptance limits. |
| Changes/substitutions | Prior notice, assessment, labels/menu and authorisation to use. |
| Import role | Current product/origin/route requirements where relevant. |
| Review/escalation | Performance, incidents, action and approval status. |
Check what the evidence actually establishes
Confirm the identity, validity and relevant scope of a certificate, audit or approval claim. Food-establishment approval guidance explains that certain activities need approval; it does not mean every food supplier needs the same approval.
Where certificates of analysis are appropriate, check the correct product/lot, test and specification with competent support. Avoid demanding an identical report for every food or treating a document as proof that all handling controls can be omitted.
Resolve the actual import role and route
Imported ingredients can have product-, origin- and route-specific requirements. Establish who is responsible for lawful import and the relevant documents/assurance.
GB non-EU import guidance is one scoped route; it is not NI guidance or the rule for every import. Check the current applicable requirements before ordering rather than rely on a fixed country list or a supplier’s general claim.
Worked example: a sauce substitution
Hypothetical example: an approved supplier substitutes a sauce with different ingredients and allergen information.
The business holds the replacement until its specification, intended use, controls and customer information have been reviewed. Approval of the supplier does not automatically approve every substitute product.
Verify deliveries and ongoing performance
Check actual deliveries against agreed requirements and record rejection, uncertainty and corrective action. Preserve supplier/product/batch details for traceability.
Review repeated failures, changes and incidents; suspend affected supply where necessary. Link supplier changes with the HACCP review and relevant staff/customer-information updates.
Next steps
Complete the checklist for one higher-risk ingredient and test the substitution route. Connect it with receiving checks and recipe/allergen changes.
Read official supplier/contractor guidance — Build proportionate approval and delivery checks for the real product risks.
Sources
- SFBB safe method: suppliers and contractors
- MyHACCP: specify control measures for each hazard
- Applying for approval of a meat or food establishment
- Importing relevant food and animal products from non-EU countries to Great Britain
- Food traceability, withdrawals and recalls: quick reference guide
- Food allergen labelling and information requirements: technical guidance