A school canteen needs to tick a lot of boxes. It must deliver healthy nutritious food, be a profitable food business, and operate under certain rules and regulations, including food safety, industrial laws, work health and safety and management of finances.
Record keeping is core to this because it helps to meet regulatory requirements and provides insight into how the canteen is operating financially, which enables it to continue to provide a nutritious food service to kids. Knowing past year’s financial figures can help to estimate expenses, costs and budget for the following year. It also allows canteen managers to reference documented evidence on all the food and drink supplied at the canteen if required.
Below is a list of the essential record keeping templates required in a school canteen. All the templates are downloadable, and some are also free to non-members of Healthy Kids. If you’re a member, you can also download the entire record keeping kit in word doc format.
Green = available templates
Italic = records you should already have (no template needed)
★ = free for non Healthy Kids members
As a helpful starting point, we’ve created an introductory video all about record keeping, plus a downloadable infographic so it’s easy to see at a glance our top 10 tips for successful record keeping (★).
- Advertising for staff
- Canteen duties allocation
- Time sheet (★)
- Canteen policy
- Staff files:
- How to stock take (★)
- Wastage record
- Sales record template (not necessary for online order systems) (★)
- Petty cash log
- Cleaning schedule
- Equipment temperature monitoring log
- Food receiving and rejected deliveries log
- Food temperature monitoring log (★)
- Essential food safety practices (★)
- Supplier lists and ordering records