Hygiene ratings and preparing for inspection

In England, Wales and Northern Ireland, local authorities give food businesses a rating from 0 to 5 under the Food Hygiene Rating Scheme (FHRS). A 5 means hygiene standards are very good. A 4 means good, 3 generally satisfactory, 2 some improvement necessary, 1 major improvement necessary and 0 urgent improvement necessary.

The officer looks at three things: how food is handled, the condition of the premises and how food safety is managed. The last point covers your systems, training and records. A business must do well in all three to reach the top rating, so a clean kitchen with poor management will not get a 5. The rating is a snapshot of what the officer finds on the day. You are told the rating in writing within 14 days.

Display rules differ. In England, display is voluntary. In Wales, display has been mandatory since 28 November 2013. In Northern Ireland, it has been mandatory since 7 October 2016. In these two nations the sticker must be shown at or near each customer entrance, where people can read it before they go in. Takeaways in Wales must also carry a bilingual statement about the rating on promotional material.

A rating of 0 does not by itself close a business. However, if food may be unsafe, the officer must act to protect the public and may stop part of the business or close it.

Scotland uses the Food Hygiene Information Scheme (FHIS) instead. There are two outcomes. Pass means the business broadly meets the legal requirements. Improvement Required means it does not. Display is voluntary. A business not yet inspected gets an Awaiting Inspection certificate. Eat Safe is a separate Scottish award that promotes excellence.

Businesses have safeguards. Under FHRS you can appeal in writing within 21 days of being told your rating. A lead officer who did not give the rating reviews it. You have a right to reply, which is published with the rating. After making improvements you can ask for a re-inspection. Councils in Wales and Northern Ireland charge for this, and some in England do. The officer looks at all standards again, so the rating can go up, go down or stay the same.

Under FHIS you must appeal within 14 days. You also have a right to reply, and you can ask for one re-visit between planned inspections.

Prepare for inspection as a daily routine, because officers do not normally give notice. Keep key documents in one known place: your food safety management system, diary or records, training records, supplier list, cleaning schedule, pest reports, calibration records and allergen information. Make sure more than one person can find them. Once a month, walk the premises with your last inspection report and look at it as an officer would.

Brief your team. An officer may ask a kitchen porter how they clean a slicer, or ask a new server what they would do about an allergy question. Staff should answer from their own practice. During the visit, stay with the officer, be honest and show records when asked. Do not try to hide a problem.

After the visit, read the report carefully. Separate legal requirements from recommendations. Give each action a named person and a date, and keep evidence when it is done. Then change the system, so that the same problem does not come back.