Surplus food disposition decision record
Keep the operational cause of surplus separate from the authorised food-safety and disposition decision.
- Batch identity
- Suitability decision
- Transfer and prevention
For each surplus batch considered for reuse, redistribution or disposal · Includes example records and blank register rows
One check.
One clear answer.
Identify food, batch, quantity and preparation time.
Tap an answer to continue
Interactive example · No account needed
A quick check.
Then back to your day.
A clear starting point
Make it your own
Start right here
A little structure.
A more confident shift.
Avoid treating all unserved food as safe surplus or allowing a donation route to hide recurring overproduction.
Make it specific to your site.
Use the site-approved food-safety, allergen, traceability, cooling, holding and donation procedures for the jurisdiction and food type.
Surplus food disposition decision record
Site: ____________________ Date: ______________
Completed by: _____________ Reviewed by: _____________
Surplus decision
Fictional worked example. Use the blank rows for your own records.
| Batch / food | Quantity | Time / temperature evidence | Allergen / traceability | Decision criterion | Authorised disposition | Recipient / collector | Evidence | Prevention follow-up |
|---|---|---|---|---|---|---|---|---|
| — | — | — | — | Site procedure ____ | — | — | — | — |
01Batch identity
Identify food, batch, quantity and preparation time.
Record holding, cooling or storage observations.
Identify allergens and traceability information.
Name the competent decision maker.
02Suitability decision
Apply the approved procedure and local rules.
Record facts and criterion used.
Do not reclassify unsafe food as surplus.
Authorise reuse, redistribution or disposal explicitly.
03Transfer and prevention
Record recipient, time, quantity and evidence when transferred.
Record collector or disposal route when applicable.
Keep the original waste cause visible.
Create a prevention action if the pattern repeats.
Close the loop
Link transfer, collection or disposal evidence, preserve the authorised decision and send the quantity back to the prevention review.
Kivloo · kivloo.app/template-library/surplus-food-decision-record
How to use the downloaded checklist
Open the CSV in your spreadsheet app. Adapt the checks, enter your approved criteria and add any missing site requirements. Use the result, action, owner, due date and verification columns to document follow-up.
Keep the original observation when a check fails. Record the corrective action and verification separately so the full sequence remains clear.
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