Staff training records: what to keep and for how long
By the Daybook teamPublished 20 October 2026Last checked 20 October 2026
Covers: All four UK nations, with differences noted
The short answer
Keep a record of each person’s food safety training: the course, who provided it, the date, when it should be refreshed, and a copy of the certificate if there is one. Keep it while they work for you, and for a while after.
What a training record should show
- Name and role
- The training: course name, or what was covered in-house
- Who provided it
- The date
- When it should be refreshed
- A copy or photo of the certificate
- A manager’s signature
Don’t forget in-house training
Supervision and on-the-job instruction count. Write them down too: “Shown how to probe and record hot holding, 14 October, by Maria”. It’s evidence an inspector can see.
Expiry and refreshers
Set a refresher date for each course, even if it isn’t a legal requirement. Check the list monthly. Daybook shows an expiry badge on each record, such as “Expires in 12d”, so it’s obvious what’s due.
Privacy
Training records are personal information. Keep them where only managers can see them. In Daybook, staff don’t see the Training screen; managers and the owner do.
Free template
Staff training record (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
Staff training records, 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.