Licenses, Documentation & Record Keeping Checklist

Cloud Kitchens & Delivery Brands

Documentation & SOP Compliance
Food safety manual and SOPs available at the unit.
Hazard analysis (HACCP/PRP) documented for all critical processes.
All records are legible, dated, and signed by responsible staff.
Records retained for minimum one year or as per company policy.
Documents stored in clean, pest-free, and fire-safe cabinet or room.
Audit-ready file maintained containing licenses, certificates, and logs.
Equipment Calibration & Maintenance Compliance
Equipment calibration certificates are valid and traceable.
AMC (Annual Maintenance Contracts) available for critical kitchen equipment.
Calibration and maintenance audits completed as per schedule.
Fire Safety Compliance
Valid Fire NOC obtained from the local fire department.
Fire extinguisher inspection and refilling certificates are current.
Fuel or gas installation certificates issued by authorized vendor.
Records of EHS or fire safety audits available for last 12 months.
HR & Staff Compliance Records
Employee records (ID, medical, and attendance) are maintained properly.
First aid and medical inspection records are available.
Food handler ID cards or records available with HR or manager.
Hygiene Audit & CAPA Management
Internal hygiene audits conducted monthly.
External audits (FSSAI, brand, or third-party) records maintained.
Corrective and preventive action (CAPA) tracker maintained.
Pest Control Compliance
Pest control service agreement and monthly records are maintained.
Procurement Documentation
Approved supplier list and audit reports updated quarterly.
Vendor COAs and invoices filed properly.
Material receiving and rejection records maintained.
Vendor pest control and calibration certificates available (if applicable).
Statutory Licenses & Legal Compliance
Valid FSSAI license is displayed prominently at the kitchen entrance.
FSSAI license is within validity and renewed before expiry.
Valid Shop and Establishment Act license available and current.
Trade license and Pollution Control Board certificate (if applicable) are valid.
GST registration and PAN details are up to date.
Insurance policies (fire, assets, third party) are valid and updated.
Temperature Control Monitoring
Temperature logs maintained for all chillers, freezers, and Bain-maries.
Temperature deviation corrective action records are available.
Food probe thermometer calibration logs maintained monthly.
Receiving and dispatch temperature logs recorded daily.
Testing & Food Safety Records
Water potability test reports are valid and within last 6 months.
Traceability & Shelf-Life Management
Shelf-life monitoring and MRD charts maintained.
Product recall procedure documented and understood by team.
Training & Competency Records
Training attendance sheets available for all hygiene and safety sessions.
New employee induction training documented before deployment.
Refresher training records maintained for all critical process staff.

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