# Cooling logs: keep the batch history intact across a shift change

A cooling log should identify the food batch, the approved process, timed observations and any handover. When responsibility changes, the next operator needs the existing history rather than a fresh form that hides earlier measurements.

> A cooling log should identify the food batch, the approved process, timed observations and any handover. When responsibility changes, the next operator needs the existing history rather than a fresh form that hides earlier measurements.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

The operational challenge is continuity. A batch may be prepared by one team and checked by another. Record the process reference and required observations, using the limits and timing established for that specific product and operation.

## Carry the same batch through each checkpoint and shift

Define the approved cooling process and identify the batch, container or subdivision being followed. The log should distinguish process start, each required measurement and the planned next checkpoint. Decide which role checks progress and how a handover transfers responsibility when the process continues beyond the first operator’s shift.

Record actual event times and measurements as they occur. If a batch is divided into containers, retain the relationship and identify the measurement subject rather than recording a single ambiguous value for every container. At handover, point the receiving person to the existing history and specify the next measurement and due time under the approved procedure.

Review the whole process rather than the final reading alone. Missing checkpoints remain visible and should have a documented assessment; do not interpolate them to create a smooth sequence. Test the record with a handover before the last checkpoint and with a container identity change. A reviewer should still follow the batch and determine who owned the next action.

## Worked example

A prepared batch is still being monitored when the evening shift starts. The outgoing operator records the latest observation and pending checks. The incoming operator accepts the handover against the same batch record and records the next actual measurement.

## 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.

- Food and batch identifier

- Approved process reference

- Observation time, result and unit

- Pending checks and responsible person

- Exception and handover acknowledgement

## Example record and review decision

Fictional record example: PREP-02 / COOL-01: process start, container identity and measured checkpoints; SHIFT-B: next measurement owner and due time.

Follow the same batch through both shifts and identify the actual time and method at every recorded checkpoint.

A handover acknowledgement without the next checkpoint leaves the cooling record incomplete even if both shifts signed.

## Test the review, not just the form

Run a practice handover before relying on a digital form. Confirm that the next operator sees earlier observations and can tell what remains due. Review how an uncompleted check is displayed; an empty field must not look like a pass.

## Does this guide provide a universal cooling limit?

No. Use the validated process and applicable requirements for the specific food and operation.

## Does signing the handover complete the cooling log?

No. The acknowledgement transfers understanding and responsibility; it does not create a missing measurement or complete the remaining process. Keep the outstanding checkpoint, receiving owner and eventual result linked to the same batch history.

## Continue reading

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

- [Fridge temperature exceptions: record the response as well as the reading](https://kivloo.com/en/guides/fridge-temperature-exception-record)

- [Food freezer temperature logs: distinguish defrost events from unexplained gaps](https://kivloo.com/en/guides/freezer-defrost-temperature-log)

- [Hot-holding records: connect each check to the food and service period](https://kivloo.com/en/guides/hot-holding-check-record)

- [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/cooling-log-batch-handover