Edge: Thinking Outside the Box: Safe Receiving Practices

This Food Protection Connection CE article appeared in the September/October 2025 issue of Nutrition & Foodservice Edge magazine. To view a PDF of this article click HERE.

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Thinking Outside the Box: Safe Receiving Practices

By: Jessy Sadler, SNS 

IT’S TUESDAY MORNING and time to receive your weekly prime vendor delivery. As the driver is unloading the delivery, your eyes are drawn to crystals forming around one of the boxes: an obvious sign that the product has undergone multiple freezing and thawing cycles. To some, this may seem minor, but that tiny detail is a red flag that can indicate compromised quality and potential safety hazards. In the foodservice industry, the critical point where food safety begins is through purchasing from an approved supplier, but the first line of defense on hand is precisely at this moment: delivery. If mishandled, it can set off a domino effect of issues ranging from contamination to a potential outbreak of foodborne illness.

WHY PROPER RECEIVING MATTERS

In the overall food safety management system, the concept of Critical Control Points (CCPs) is fundamental. The U.S. Food and Drug Administration (FDA) defines Critical Control Points as steps at which an action can be applied to prevent, eliminate, or reduce a food safety hazard to acceptable levels. Receiving is designated as one of these vital control points, and the Centers for Disease Control and Prevention (CDC) emphasizes the importance of strict controls during this initial phase. Why? Because contaminated food is responsible for millions of illnesses each year and improper handling can compromise every step thereafter: storage, prep, cooking, and serving.

While many foodservice operators focus their primary attention on proper cooking techniques, cleanliness, and sanitation, overlooking or underestimating the importance of receiving protocols significantly increases various risks:

• Foodborne Pathogens: The CDC reports that approximately 48 million Americans get sick from foodborne illnesses each year, with many cases traced back to contaminated or mishandled ingredients. For example, if seafood or poultry are delivered above 41°F (5°C), bacteria like Salmonella or Listeria can multiply rapidly, even if properly stored later.
• Allergen Cross-Contact: As defined by Food Allergy Research & Education (FARE), cross-contact occurs when allergens are unintentionally transferred from one item to another. Incorrect deliveries, such as mixed-up orders or delivering from unverified sources, can introduce allergens into otherwise safe food. Verifying deliveries carefully, ensuring proper handling, and maintaining accurate records minimize cross-contact risks.
• Pest Infestation: Damaged or unsealed packaging can attract rodents or insects, leading to contamination and serious health code violations.
• Financial Losses: Rejected shipments, spoilage, or product recalls directly related to mishandled deliveries can cost restaurants and businesses thousands of dollars annually.

WHAT DOES EFFECTIVE RECEIVING LOOK LIKE?

Receiving should be a structured, systematic process that forms the first line of defense after purchasing food. Here’s a breakdown of the essential steps to strengthen your operation’s safeguarding measures:

Selecting Reputable Suppliers

Safe receiving begins before the delivery truck arrives. The Food Safety Modernization Act (FSMA) requires vendors to have an effective supplier food safety management program in place. An approved supplier is simply a vendor who has undergone a thorough evaluation and approval process to meet FSMA standards, ensuring they provide safe products. Having open communication and building a partnership with suppliers is important. Proactive planning such as scheduling deliveries during off-peak hours can make a significant difference. This not only allows your staff an adequate amount of time to conduct delivery inspections, but also reduces the chance that perishable items sit unnecessarily long at room temperatures, which in turn increases spoilage or microbial growth.

Inspecting Delivery Vehicles

The condition of delivery vehicles is another critical factor in preventing potential contamination risks. During the initial visual check, pay attention to cleanliness. Containers and boxes should be free of debris, spills, or evidence of pests. Look for signs of pest activity, such as droppings or gnaw marks. Use calibrated thermometers to confirm that refrigerated trucks are maintaining the correct temperature: 41°F (5°C) and below for perishable and TCS foods.

Calibrating Thermometers and Checking Temperatures

Accurate temperature control is a non-negotiable aspect of effective receiving, especially for perishables and TCS food items. Staff must use calibrated digital probes to check the internal temperature of foods upon arrival, immediately after unloading. According to the 2022 FDA Food Code, acceptable target temperatures are as follows:

• All TCS foods must be received at 41°F (5°C) or below with the exception of live shellfish, milk, and shell eggs.
• Live shellfish such as oysters, mussels, and clams, milk, and shell eggs can be received at air temperature of ≤ 45°F (7°C). Once received, items need to be cooled to 41°F (5°C) or below within four hours.

Any shipment not meeting these standards should be rejected, and all corrective actions and temperature discrepancies must be thoroughly documented.

Documenting for Accuracy and Traceability

Inspecting physical products is just one part of the process. The inspection process should also involve careful comparison of what was ordered with the actual items received. Cross-referencing invoices, purchase orders, and delivery helps confirm product types, quantities, freshness, and labeling accuracy.

Proper documentation is also important for traceability, which is a requirement under the Food Safety Modernization Act. Clear and accurate labels with lot number, expiration date, and temperature indicators enable quick identification of potential hazards and help aid during food recalls and incident investigations. For example: If a seafood package arrives with signs of concerns, rejecting and properly documenting the incident helps prevent unsafe products from entering your operation.

DECIDING WHETHER TO ACCEPT OR REJECT AN ITEM

Once the inspection is complete, staff must make a clear decision whether to accept or reject the delivery. Only trained personnel who have a thorough understanding of food safety principles, knowledge of specific ordered product specification and temperature monitoring should handle incoming deliveries.

Accept the delivery if:

• The packaging is intact and undamaged
• The temperature is within safe limits
• There are no signs of spoilage, pests, or contamination
• The labels are accurate, clear, and legible

Reject the delivery if:

• The packaging is damaged or leaking
• The temperature exceeds critical safety limits
• There are signs of spoilage such as off-odor, sliminess, and/or discoloration
• The product is not in its original packaging
• Cans are dented, swollen, or rusty
• The product is past its expiration date or has questionable labeling
• The product has a missing use-by or expiration date

Having clear and established criteria for accepting and rejecting items is important. When a product is rejected, it should immediately be stored separately from accepted items and clearly labeled with “Do Not Use” until clear directions are given on whether to return or discard the product. This ensures that unsafe or questionable items are not accidentally used. It’s also important to record all rejection details including the reason, time, temperature, and supplier — along with any corrective actions.

GOING BEYOND THE BASICS: CONTINUOUS IMPROVEMENT

Your team is your greatest asset in ensuring safe receiving practices. Regular training on inspection techniques, temperature monitoring, pest detection, and documentation processes serve as a great reminder to everyone about safety standards. Encourage a culture of open communication, accountability, and continuous learning. Conducting periodic self-audits of your receiving procedures can help identify gaps and areas for improvement. Major organizations recognize that protection begins with attention to details during the earliest stages. For example, Wegmans Food Markets, Inc., has maintained a comprehensive safe receiving program for over a decade, which has significantly enhanced their food safety and product quality. Their approach includes partnering with GFSI (Global Food Safety Initiative) certified suppliers, conducting regular internal audits, and maintaining detailed records proving that continuous improvement is key to long-term success.

YOUR COMMITMENT TO SAFETY

Every prepared meal ready to be served began its journey at the point of ordering and receiving. Mishandling or overlooking proper delivery procedures can increase risks by putting the health and safety of our customers in jeopardy. The takeaway?  Safe food delivery isn’t just about checking the boxes of a checklist. Establishing and maintaining rigorous, standards-based receiving practices is an essential responsibility, starting with choosing reputable suppliers, thoroughly inspecting each delivery, verifying documentation, monitoring temperatures of products received, and documenting every action.

About the Author

Jessy Sadler, SNS

Jessy Sadler has worked in school food service for eight years and is currently the Nutrition Director in Urbandale, Iowa. She holds a School Nutrition Specialist (SNS) credential with a Master’s Degree in Nutrition Science from Eastern Michigan University and a B.S. in Nutrition and Dietetics with a minor in Wellness from Bradley University. Sadler is a certified ServSafe Instructor and Proctor, and provides food safety training to many professional groups such as schools, restaurants, and healthcare facilities.