Free delivery check record template for kitchens
This free delivery check record template — printable PDF or editable Excel — gives you one row per delivery to record the supplier, the temperature of chilled and frozen goods on arrival, packaging and date-code condition, and exactly what you rejected and why.
Free. No email address, no sign-up — the delivery check record downloads straight away.
Goods-in is the cheapest place to catch a food safety problem and the easiest check to skip, because deliveries arrive during prep when nobody has a spare hand. The sheet is deliberately one row per delivery rather than one row per item — a checklist you can finish in ninety seconds actually gets done.
The temperature-on-arrival column is the one inspectors look for. Probe between packs rather than piercing a sealed item, and record the number you saw, not the number you expected. Chilled goods arriving above 8°C and frozen goods showing signs of thaw are the two rejections worth being strict about.
The rejected column carries more weight than the accepted rows. A record showing you turned back a warm delivery is direct evidence your system works, and it is also the record you will want when the supplier disputes a credit note.
If you already scan delivery notes into your bookkeeping, keep this sheet anyway — an invoice proves what you were charged, not what condition it arrived in.
What's on the sheet
Log sheet — blank rows to fill in · Landscape A4 · PDF, Excel and CSV
Header fields
Venue / site · Week commencing · Manager on duty
Columns
- Date — dd/mm
- Time — hh:mm
- Supplier
- Goods type — Chilled / Frozen / Ambient / Fresh produce
- Temp on arrival — °C — chilled & frozen only
- Packaging OK? — Y / N
- Date codes OK? — Y / N
- Vehicle clean? — Y / N
- Accepted / rejected
- Reason & action if rejected
- Initials
15 blank rows per sheet.
What you get
- ✓Printable PDF, landscape A4, 15 delivery rows per week
- ✓Editable Excel (.xlsx) and CSV versions
- ✓Temperature, packaging, date code and vehicle condition columns
- ✓Wide reject reason column for supplier disputes and credit notes
- ✓Footer prompts on probe technique and refusal thresholds
How to use it
- 1
Print one sheet per week and keep it at the back door with a probe and sanitising wipes.
- 2
Start a row the moment a delivery lands: date, time and supplier.
- 3
Probe chilled and frozen items between packs and write the reading in the temperature column.
- 4
Check packaging integrity, date codes and the state of the delivery vehicle, and mark each Y or N.
- 5
Put the goods away before finishing the paperwork so nothing sits out warming up.
- 6
If you reject anything, name the item and the reason, and note whether it went back on the van or was credited.
Questions
What temperature should a chilled delivery be on arrival?
Chilled goods should arrive at 8°C or below, and frozen goods at −18°C with no sign of thaw or refreeze. Some suppliers work to tighter contract limits — use theirs if they are stricter.
Do I need to check every delivery?
Yes for chilled, frozen and fresh produce. Ambient dry goods usually need a packaging and date-code check rather than a temperature reading, which is why the goods type column exists.
What should I do if a delivery fails the check?
Refuse the affected items at the door, record the reason on this sheet, and get the driver to acknowledge it. Then follow up with the supplier for a credit. Accepting and binning it later costs you the credit and the evidence.
Can I use the delivery note instead of a separate record?
A delivery note records what was sent and what you were charged. It does not record the temperature on arrival or the condition of the packaging, which is the part a food safety inspection is interested in.
Or stop printing it altogether
Rotahr does this check on a phone — timestamped, with the person who did it attached, reminders when one is due, and a PDF export when somebody asks for a month of records. Same job, no folder to search through.
Templates that go with it
Fridge & freezer temperature log
This is a free fridge and freezer temperature log template you can download as a printable PDF or an editable Excel sheet — one page per week, with a row for every named unit and space for a morning and evening reading.
Corrective action log
This free HACCP corrective action log template — printable PDF or editable Excel — records every failed check in one place: what went wrong, what you did immediately, what you changed so it does not recur, and who signed it off.
Stock count sheet
This free stock count sheet template — printable PDF or editable Excel — is organised by storage area with columns for unit, opening count, closing count, unit cost and value, so the count matches the order you physically walk the site.
Free to print, copy and use in your venue — no attribution required. Written for an international audience: where a threshold is a widely used figure it is printed as one, but food safety and employment rules differ by country and change. Check yours before relying on this sheet.
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