Receiving Procedure

A receiving procedure is the documented process used to inspect, accept, reject and store products delivered to a foodservice operation. A consistent receiving procedure protects food safety, verifies that the order matches the supplier’s delivery and helps control purchasing costs.

Typical receiving steps

1. Prepare: ensure the receiving area is clean and that staff have the equipment needed to inspect deliveries.
2. Inspect the vehicle: check cleanliness, condition and temperature-control practices where applicable.
3. Verify the order: compare product descriptions, quantities, weights and substitutions with the purchase order.
4. Check condition: inspect packaging, dates, signs of pests, damage, contamination and product quality.
5. Check temperatures: probe or otherwise verify temperature according to the product and receiving standard.
6. Accept or reject: document discrepancies and follow the approved rejection procedure.
7. Store promptly: move accepted products to the correct dry, refrigerated or frozen storage area.

Why documentation matters

Receiving records support traceability, supplier performance reviews, inventory accuracy and food-safety verification. Record lot codes and other traceability information where required.

Chef’s tip: Do not sign for a delivery before checking it. Train receivers on product specifications, temperature limits and what to do when a delivery is outside the approved standard.

Key distinction: Receiving is the inspection and acceptance process; put-away is the subsequent movement of accepted products into storage.