Supplier Verification Guide for NSW Food Businesses

Your food safety system is only as strong as your weakest link — and for many food businesses, that link is their supply chain. Supplier verification is a critical prerequisite program that ensures the ingredients and materials you receive meet your food safety and quality standards.

Why supplier verification matters

Foodborne illness outbreaks, allergen incidents, and food contamination events frequently trace back to a supplier failure. If you receive contaminated ingredients or mislabelled products, your food safety system cannot compensate. Verifying your suppliers before and during your relationship with them is the only way to manage this risk.

Establishing an approved supplier list

Identify all suppliers of food, food contact materials, and cleaning chemicals
Request copies of their food safety certificates (e.g. SQF, BRC, HACCP certification, or equivalent)
Review their product specifications and allergen declarations
Conduct an on-site visit for critical suppliers (e.g. your primary meat or seafood supplier)
Document all approved suppliers in a supplier register
Review supplier approvals annually and after any supplier change

Incoming goods inspection

Every delivery should be inspected on arrival against a documented procedure:

Check delivery temperature for chilled and frozen goods (record and compare to limits)
Inspect packaging for damage, signs of pest activity, or evidence of tampering
Verify use-by/best-before dates
Check that labels match the product ordered (allergen and compositional accuracy)
Reject any delivery that fails your acceptance criteria — document the rejection

Managing supplier changes

When a supplier changes a product formulation or you switch to a new supplier, review all relevant allergen declarations, specifications, and safety data before incorporating the new product into your menu. Update your allergen matrix and notify staff of any changes.