Quick answer
A HACCP monitoring procedure should state what is checked, how, when, by whom and where the actual result is recorded. It must detect loss of control in time for an effective response. Choose the method and frequency for the relevant hazard, process and critical limit; a generic “check regularly” instruction is not enough.
Monitor the condition that matters
Begin with the approved control and its critical limit. Decide which measurement or observation provides useful evidence that the required condition has been achieved. A convenient reading at the wrong location or time may not answer that question.
MyHACCP’s monitoring guidance connects the method, frequency, equipment, trained person, recording and response. Monitoring is part of an operating control system, not a separate paperwork task completed at the end of the day.
Write an instruction staff can carry out
| Element | Detail to make clear |
|---|---|
| What | The parameter and applicable acceptance limit or condition. |
| How | The method, measurement point, sample or observation and suitable equipment. |
| When | The justified timing or frequency, including start-up and relevant interruptions. |
| Who | A competent responsible person and workable cover. |
| Record | Date/time, actual result, relevant product or batch and the person checking. |
| Response | What happens after an unacceptable, missing or unreliable result. |
Where a procedure references another work instruction, staff need the current version and enough information to find it. Avoid forms that require a tick when the control needs an actual measurement.
Justify frequency and detection time
Consider how quickly the process can change, what product may be affected between observations and how soon the business can respond. Continuous systems and periodic manual checks have different failure modes. Do not copy another site’s frequency without checking its product, equipment and operating conditions.
Include missed checks, faulty instruments, shift changes and unexpected stoppages. Decide what staff should do when control cannot be demonstrated. A blank space must not be replaced by an invented reading simply to make the record look complete.
Test the procedure in real work
Illustrative example: a monitoring form requires a measurement while the operator also performs a task that cannot safely be interrupted. The business needs a workable responsibility or process arrangement. Telling staff to “be more careful” does not resolve the conflict.
Observe a competent person carrying out the check and ask them to explain the result and escalation route. Confirm that equipment is suitable, readable and checked appropriately. Practical trials can reveal unclear units, inaccessible measurement points or a procedure that takes longer than the allocated time.
Use records and verification to improve monitoring
MyHACCP’s verification guidance includes review of records, process evidence and staff understanding. Look for repeated identical results, missing periods, unexplained corrections and readings that are inconsistent with other information. These are prompts for investigation, not automatic proof of wrongdoing.
If the method or frequency changes, authorise the reasoned change and communicate it before use. The existing records guide provides a practical approach to reviewing entries and following up actions.
Next steps
- Define the relevant parameter, limit and detection need.
- Write the method, frequency, owner, record and response clearly.
- Test it with real equipment and working conditions.
- Verify the results and act on missing, unreliable or unacceptable evidence.
Read the official practical guidance — Use the current source alongside the procedures for your own business.