HACCP: obligations and documents to keep

Updated on 2026-08-14

What the HACCP obligations are for a food business and which documents you must have and keep to be compliant in case of an inspection. A practical guide to the self-monitoring manual, records, training and product sheets.

Who is required to apply HACCP

Regulation (EC) 852/2004 on the hygiene of foodstuffs requires all Food Business Operators (FBOs) — restaurants, bars, canteens, patisseries, food shops, producers, transporters — to set up and apply self-monitoring procedures based on HACCP principles. The obligation begins when the business starts (health notification to the local health authority).

The HACCP documents you must have

In case of an inspection (local health authority, food-safety police) you must be able to show complete, up-to-date documentation. In practice you need: the self-monitoring manual (the business's HACCP plan); completed monitoring/record sheets (fridge and blast-chiller temperatures, sanitisation, goods receipt, pest control); staff training certificates; the technical data sheets and safety data sheets (SDS) of the cleaning and sanitising products used; allergen and traceability procedures; the log of non-conformities and corrective actions.

The self-monitoring manual

It is the core document: it describes the business, identifies hazards (physical, chemical, biological) along the processing steps, sets the critical control points (CCPs) with their limits, and defines monitoring, corrective actions and verification. It must be tailored to the specific business (not a generic template) and updated when processes, menus, equipment or regulations change. Simplified procedures are allowed for some micro-enterprises, but self-monitoring remains mandatory.

Staff training

The old health booklet has been abolished and replaced by HACCP training: anyone handling food must have a certificate appropriate to their role, according to the rules of their Region (which sets content, duration and refresh frequency). Certificates must be kept and made available for inspection.

Product technical and safety data sheets

Detergents and disinfectants used in the kitchen are part of the self-monitoring plan: for each you must keep the technical data sheet (correct use and dilution) and the safety data sheet (SDS), to support chemical risk assessment (Legislative Decree 81/2008) and training. Using products suitable for food contact and documenting their use is part of compliance.

How Dipres helps you stay compliant

We supply suitable professional products with up-to-date technical and safety data sheets for every item, so your documentation is always complete. With our RistoHelp service and training we support bars, restaurants and canteens in managing self-monitoring, allergens and correct sanitisation. Contact us for tailored support.

Frequently asked questions

Which HACCP documents must I have in a food business?

The self-monitoring manual, completed record sheets (temperatures, sanitisation, goods receipt, pests), staff training certificates, technical and safety data sheets of chemical products, allergen and traceability procedures, and the non-conformity log.

Is the self-monitoring manual always mandatory?

Self-monitoring based on HACCP principles is mandatory for all food business operators. Some micro-enterprises may use simplified procedures, but not the complete absence of a documented plan.

Is the health booklet still required?

No: it has been abolished and replaced by HACCP training, with certificates issued according to each Region's rules.