How long should you keep food safety records?
By the Daybook teamPublished 20 October 2026Last checked 20 October 2026
Covers: All four UK nations, with differences noted
The short answer
There isn’t one fixed legal period for everyday food safety records. The SFBB guidance says to keep completed diary pages until your next visit from a local authority food safety officer; many businesses keep them longer so they can show a full history.
What the guidance says
GOV.UK says you must keep records of your food safety systems, checks and how you’ve put things right, because you may need them as evidence if there’s an incident. The SFBB guidance says to store completed diary pages safely until your next inspection, as the officer may want to see them.
A sensible approach
| Record | A common approach |
|---|---|
| Diary and daily checks | At least until the next inspection; many keep 12 months or more |
| Temperature logs | As above |
| Cleaning and pest records | As above, plus contractor reports |
| Training records | While the person works for you, and a while after |
| Allergen information | Keep old versions when recipes change |
| Financial records (e.g. till) | HMRC has its own rules |
If you’re unsure, ask your local authority food safety team what they’d like you to keep.
Why keeping more helps
- An inspection looks back at how you’ve worked since the last visit
- A complaint or illness may be raised weeks later
- A full history shows good habits, not just a good week
Keeping them safe
Paper gets lost, wet and torn. If you keep records digitally, make sure they’re backed up and you can get them out. In Daybook, signed records are never edited, and the owner can download them as a PDF report or a CSV file at any time.
Free template
Inspection day checklist (PDF)
Sources
Rules can change and differ between England, Wales, Scotland and Northern Ireland. Check with your local authority food safety team if you’re unsure. Daybook helps you keep records. It does not give legal advice or certify training.
Keep this record on your phone
Inspection record, signed and dated.
Daybook is the food safety diary for UK kitchens. Staff sign each check on their own iPhone; the office reads the week and makes an inspection record for any dates.