Commercial Kitchen Compliance Checklist
Everything you need to stay compliant after opening your commercial kitchen. 7 compliance areas with frequencies, responsible parties, penalties, and city-specific rules. This is what you need to keep doing — not just what you needed to open.
Food Safety & Hygiene
Ongoing food safety management and FHRS compliance
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| HACCP/SFBB system maintained and updated | Ongoing | Manager/Owner | Improvement notice, possible closure |
| Temperature logs (fridge, freezer, cooking, delivery) | Twice daily | All food handlers | Hygiene rating reduction |
| Staff food hygiene training (Level 2 minimum) | Every 3 years | Manager | £5,000 fine per untrained handler |
| Food hygiene rating reinspection preparation | Every 6–24 months | Manager/Owner | Rating reduction, enforcement |
| Pest control monitoring and treatment | Monthly checks, quarterly professional | Manager + contractor | Closure order if infestation found |
| Allergen documentation updated for every recipe change | Ongoing | Head chef/Manager | Up to £5,000 fine (Natasha's Law) |
| Cleaning schedule completed and signed off | Daily | All staff | Hygiene rating reduction |
| Supplier traceability records maintained | Ongoing | Manager | Improvement notice |
Fire Safety
Fire risk assessments, equipment testing, and staff training
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| Fire risk assessment reviewed and updated | Annually (or after changes) | Owner/Responsible person | Up to £5,000 fine, closure |
| Fire extinguisher servicing | Annually | Contractor | Improvement notice |
| Fire alarm system testing | Weekly test, annual professional | Manager + contractor | Enforcement notice |
| Emergency lighting check | Monthly (function), annual (full test) | Manager + contractor | Improvement notice |
| Fire drill conducted with all staff | Every 6 months | Manager | Enforcement notice |
| Extraction system and grease filter cleaning | Weekly filters, annual deep clean | Staff + specialist contractor | Insurance invalidation, fire risk |
Health & Safety
COSHH, first aid, and workplace risk assessments
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| COSHH assessment for cleaning chemicals | Annually (or when products change) | Manager | Up to £20,000 fine |
| First aid kit stocked and accessible | Monthly check | Designated first aider | Improvement notice |
| Workplace risk assessment documented | Annually (or after incidents) | Owner/Manager | Up to £20,000 fine |
| Accident book maintained | Ongoing (log every incident) | Manager | Fine + RIDDOR prosecution |
| RIDDOR reporting for serious incidents | Within 10 days of incident | Owner/Manager | Up to £20,000 fine |
| PPE provided and maintained (gloves, non-slip shoes, aprons) | Ongoing | Manager | Improvement notice |
Environmental
Waste management, grease traps, ventilation, and noise compliance
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| Commercial waste collection contract | Ongoing | Owner | Up to £50,000 fine (illegal dumping) |
| Grease trap cleaning and maintenance | Monthly or quarterly | Contractor | Thames Water/Severn Trent prosecution |
| Cooking oil recycling | As needed (collection contract) | Manager | Environmental prosecution |
| Extraction ventilation serviced | Annually (professional) | Contractor | Planning enforcement |
| Noise monitoring (if near residential) | Ongoing / when complaints arise | Owner | Noise abatement notice, fines |
| Waste transfer notes kept | Keep for 2 years minimum | Manager | Up to £5,000 fine |
Employment
Right to work, minimum wage, pensions, and contracts
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| Right to work checks for all employees | Before employment starts | Owner/Manager | Up to £45,000 per illegal worker |
| National Minimum Wage compliance | Ongoing (check annual uplifts) | Owner/Payroll | Naming and shaming + penalties |
| Auto-enrolment pension for eligible staff | Ongoing (from day 1 of eligibility) | Owner/Payroll | Up to £50,000 fine |
| Employment contracts issued | Within 2 months of start date | Owner/Manager | Tribunal claim risk |
| Working time regulations compliance | Ongoing | Manager | Employment tribunal |
Insurance
Annual policy reviews and renewals
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| Public liability insurance (minimum £2M, recommend £5M) | Annual renewal | Owner | Personal liability, platform delisting |
| Product liability insurance | Annual renewal | Owner | Personal liability for food-related claims |
| Employer's liability insurance (if you have staff) | Annual renewal | Owner | Up to £2,500 per day fine |
| Buildings/contents insurance review | Annual renewal | Owner | Financial exposure, lease breach |
| Business interruption insurance review | Annual renewal | Owner | No cover for lost income |
Licensing
Renewal dates, condition compliance, and registration maintenance
| Requirement | Frequency | Responsible | Penalty |
|---|---|---|---|
| Food business registration maintained | Update if any details change | Owner | Prosecution, forced closure |
| Premises licence conditions compliance (if applicable) | Ongoing | Designated Premises Supervisor | Licence review, revocation |
| Personal licence renewal (if selling alcohol) | Every 10 years | Licence holder | Loss of licence |
| Temporary Event Notices (for outdoor/event catering) | As needed (10 working days notice) | Owner | Prosecution for unlicensed activity |
| Planning permission compliance check | Annually (or if use changes) | Owner | Enforcement notice, forced closure |
| Delivery platform registrations current | Ongoing | Manager | Delisting from platform |
Common Compliance Failures (and How to Fix Them)
Lapsed temperature logs
Consequence: Hygiene rating drops from 5 to 3 or lower
Fix: Set phone alarms for twice-daily logging. Use a free app or simple paper sheet.
Expired staff food hygiene certificates
Consequence: Up to £5,000 fine per handler
Fix: Add certificate expiry dates to your calendar. Budget £25–40 per person every 3 years.
No fire risk assessment on file
Consequence: Improvement notice or closure
Fix: Use the government's free fire risk assessment guide or pay £150–300 for a professional assessment.
Grease trap not maintained
Consequence: Prosecution by water authority + cleanup costs
Fix: Set up a monthly cleaning contract (£50–100/visit). Keep all service receipts.
Missing waste transfer notes
Consequence: Up to £5,000 fine
Fix: File waste transfer notes from your waste carrier. Must keep for 2 years. Ask carrier for copies if missing.
Auto-enrolment pension not set up
Consequence: Up to £50,000 fine
Fix: Use NEST (free government pension scheme). Set up within 3 months of hiring your first employee.
Related Guides
UK Food Business Licensing
What you need before opening
Hygiene Readiness Checker
Prepare for your FHRS inspection
HACCP Requirements UK
Food safety management systems
Food Business Insurance
5 insurance types you need
London Licensing
Borough-by-borough guide
Bristol Licensing
CAZ zones and school restrictions
Edinburgh Licensing
FSS and LEZ requirements
Liverpool Licensing
400m buffer zones
Leeds Licensing
School exclusion zones
Glasgow Licensing
FSS and Scottish licensing
Written by
James Mitchell
Ghost Kitchen Operations Director & Industry Expert
Frequently Asked Questions
What is the difference between licensing and compliance?
Licensing is what you need before you open — food business registration, premises licence, planning permission. Compliance is the ongoing obligations after opening — temperature logs, fire safety checks, staff training renewals, waste management, insurance renewals. This checklist covers compliance: the things you need to keep doing every day, week, month, and year to stay legal.
How often do environmental health officers inspect commercial kitchens?
Inspection frequency depends on your risk rating: high-risk (0–2 hygiene rating) every 6 months, medium-risk (rating 3) every 12 months, low-risk (rating 4–5) every 18–24 months. Inspections are usually unannounced. New businesses are typically inspected within 28 days of registration. Complaints can trigger additional inspections at any time.
What happens if I fail a compliance check?
Consequences escalate: (1) Informal advice — verbal or written suggestions. (2) Improvement notice — you must fix specific issues within a deadline (typically 14 days). (3) Hygiene emergency prohibition notice — immediate closure if there's an imminent risk to health. (4) Prosecution — fines up to £20,000 in magistrates' court or unlimited in Crown Court. Most issues result in improvement notices, not prosecution.
Do I need a fire risk assessment for a commercial kitchen?
Yes, every commercial kitchen must have a documented fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005. The "responsible person" (usually the business owner or occupier) must carry out the assessment, keep it up to date, and act on findings. You can do it yourself using the government's free guide, or hire a professional assessor (£150–£500).
What insurance do I need for a commercial kitchen?
Essential: public liability (minimum £2M, £5M recommended — £300–£600/year), product liability (£200–£400/year), and employer's liability if you have staff (legally required, £100–£250/year). Recommended: buildings/contents, business interruption, and equipment breakdown cover. Delivery platforms require proof of public liability insurance — usually £5M minimum.
Are commercial kitchen compliance requirements different in Scotland?
Yes, in several ways: Scotland is regulated by Food Standards Scotland (FSS) not the Food Standards Agency (FSA). Scotland uses the Food Hygiene Information Scheme (pass/fail) rather than the 0–5 FHRS rating. Alcohol licensing is handled differently through local licensing boards. Glasgow and Edinburgh both have Low Emission Zones. The core food safety requirements (HACCP, temperature control, training) are effectively the same.
How do I handle compliance when renting a shared kitchen?
In a shared kitchen, compliance responsibilities are typically split: the kitchen owner maintains structural compliance, fire safety, and insurance for the building. You as the operator are responsible for food safety (HACCP, temperature logs, training), your own insurance (public/product liability), and your food business registration. Check your rental agreement — it should clearly state who is responsible for what.
What are the penalties for not having a commercial waste contract?
Using domestic bins for commercial waste is illegal. Fly-tipping or illegal disposal can result in fines up to £50,000 or 12 months imprisonment. You must have a commercial waste collection contract with a licensed waste carrier and keep waste transfer notes for at least 2 years. Typical cost for a small kitchen is £30–£80/month for regular collection.
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