# Cleaning product preparation records: connect the instruction and actual preparation

A preparation record should identify the product, approved instructions, person preparing it and observations required by the procedure. The software should record what was done, rather than inventing a universal dilution or contact time for different products.

> A preparation record should identify the product, approved instructions, person preparing it and observations required by the procedure. The software should record what was done, rather than inventing a universal dilution or contact time for different products.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

Keep the relevant supplier instruction available and assign a person to review changes. Similar packaging can hide differences between products. Record the exact product identity and avoid copying values from an old form after a substitution.

## Link actual preparation to the exact approved instruction

Identify the cleaning product and the site-approved instruction before preparing the record. Similar names or packaging do not establish equivalent formulations or use conditions. Define which quantities, units, preparer details and checks the procedure requires; the worksheet should not create a new dilution or handling method.

Record the actual preparation event, including the instruction version and quantities used. If the product, batch or intended use changes, keep that identity explicit. Capture any required check using its actual method and unit, and document discrepancies through the authorised response rather than adjusting an entry to the expected result.

During review, compare the event with the correct product instruction and determine whether any information is missing. Retain the prepared solution’s identity where relevant to its use records. An acceptance test should include a product substitution and a unit mismatch; the record should prompt review instead of silently applying the old preparation details to the new product.

## Worked example

A site changes the cleaning product used for a particular task. The authorised person reviews the new instruction, updates the procedure and retires the old form version. Subsequent preparation records identify the product actually used.

## Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

- Product identity and relevant batch

- Instruction or procedure version

- Preparation date, time and person

- Required observations and units

- Exceptions and authorisation

## Example record and review decision

Fictional record example: PREP-01: approved product identity, instruction version, prepared amount, method, preparer and any required actual check.

Compare the recorded preparation with the manufacturer’s instruction and the site-approved method. Keep units and quantities explicit.

Do not invent a generic dilution ratio or treat two similarly named cleaning products as interchangeable.

## Test the review, not just the form

Use a practice substitution to test the workflow. The old instruction should remain available for historical records but should not be presented as the active instruction for a new product. Check that the form cannot conceal an uncompleted required observation.

## Can this guide tell us the correct dilution?

No. Use the product instructions and your approved procedure; different products and uses can require different conditions.

## Can the form supply a standard dilution for every product?

No. Use the exact manufacturer instruction and site-approved method for the product and application. The record captures what was done and checked; it should not invent a universal preparation ratio.

## Continue reading

- [HACCP guide: seven principles, food safety routines and practical records](https://kivloo.com/en/guides/haccp-guide-principles-records)

- [Commercial cleaning schedules: define kitchen tasks before scheduling them](https://kivloo.com/en/guides/cleaning-schedule-task-design)

- [Cleaning verification: distinguish completed work from verified results](https://kivloo.com/en/guides/cleaning-verification-record)

- [Shared cleaning equipment: record a handover without losing ownership](https://kivloo.com/en/guides/shared-cleaning-equipment-handover)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

## Sources and further reading

- [Codex Alimentarius · CXC 1-1969 / General Principles of Food Hygiene](https://openknowledge.fao.org/3/cc6125en/cc6125en.pdf)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/cleaning-product-preparation-record