Compliance documents you actually need — ready to download
Every template below is the manual version of what Flux generates automatically. Download them free, use them today, and see what automated compliance looks like when you're ready.
Audit & Inspection Ready
Templates for EHO unannounced visits, FHRS inspections, and BRCGS audits. Designed to be handed to an inspector and verified in under 30 seconds.
What it is
A structured evidence folder containing: 7-day temperature log summary, SFBB diary extract, calibration certificate, corrective action log, and food safety management system reference. Pre-formatted with timestamps, record IDs, and signature fields.
When you need it
Every day — because you don't know when the inspector will arrive. Keep this updated and printable at all times. EHOs typically give you 30 seconds to produce evidence.
What it is
A self-assessment template that maps your existing documentation to the Food Hygiene Rating Scheme criteria. Includes a scoring guide for each category (0-25 points), evidence checklist, and gap analysis worksheet.
When you need it
Before an FHRS inspection, or when planning to improve your rating. Also useful when opening a new site to ensure you start at a 5.
What it is
An audit-ready pack template specifically for BRCGS Global Standard for Food Safety. Covers: HACCP plan version control (Clause 3.2.1), CCP monitoring records (Clause 3.4), corrective action CAPA logs (Clause 3.5), and calibration traceability.
When you need it
6-8 weeks before a scheduled BRCGS audit. Use as a gap analysis tool to identify missing documentation before the assessor arrives.
Legal Defence & Due Diligence
Templates that map directly to Section 21 of the Food Safety Act 1990. If something goes wrong, these documents are your evidence that you took all reasonable precautions.
What it is
A structured evidence bundle template covering both limbs of Section 21: (1) all reasonable precautions were taken, and (2) all due diligence was exercised. Includes: HACCP plan summary, continuous monitoring proof, calibration certificates, corrective action log with root cause analysis, staff training records, supplier verification, and system audit trail.
When you need it
You hope never. But if a customer gets sick and you face prosecution, this pack is the difference between a fine and a prison sentence. Build it now, update it continuously, and pray you never need it.
What it is
A structured log for recording temperature excursions, equipment failures, and food safety incidents. Each entry captures: date/time of incident, nature of breach, immediate action taken, root cause analysis, long-term corrective action, responsible person, sign-off date, and follow-up verification.
When you need it
Every time something goes wrong. An excursion without a documented corrective action is worse than no monitoring at all — it proves you knew about the problem and may not have acted.
What it is
A timed response checklist covering: immediate containment (0-1 hours), evidence preservation (1-4 hours), notification requirements (4-24 hours), and documentation assembly. Includes contact details template for EHO, local authority, and FSA incident reporting.
When you need it
When a customer reports illness, when you discover a product issue, or when a temperature excursion may have affected served food. The first 24 hours determine whether you have a defensible position or not.
Insurance & Risk Evidence
Templates to support insurance renewal negotiations. Show your broker continuous monitoring evidence and documented risk management — the data underwriters use to assess your premium.
What it is
A one-page report template summarising: total monitored hours, number of zones monitored, excursion count and resolution times, equipment uptime percentage, corrective actions completed, and calibration status. Designed for insurance brokers and underwriters who need to assess product liability risk.
When you need it
Monthly — build a 12-month track record to present at your annual insurance renewal. The longer your clean monitoring history, the stronger your negotiating position.
What it is
A customisable letter template that explains: what continuous temperature monitoring is, how it reduces product liability risk, what evidence you can provide (reading frequency, tamper-proof records, calibration traceability), and a request for premium reassessment based on reduced risk profile.
When you need it
At your next insurance renewal, or when switching brokers. Attach 3-6 months of Risk Assurance Reports as supporting evidence.
What it is
A claim support template covering: timeline of equipment failure (with sensor data), estimated stock value at risk, photographic evidence log, temperature readings during the incident, maintenance/service history, and corrective actions taken. Designed to reduce claim processing time from weeks to days.
When you need it
When a freezer fails and you lose stock. Your insurer needs proof the loss was genuine and that you took reasonable steps to prevent it. Continuous monitoring data is the strongest evidence you can provide.
Daily Operations & Monitoring
Day-to-day templates for temperature logging, SFBB diaries, and calibration tracking. The paperwork that keeps your compliance current between inspections.
What it is
A structured daily log template with columns for: date, time, unit name, current temperature, min/max readings, thermometer reset confirmation, operative initials, and corrective action if out of range. Includes guidance notes on acceptable ranges (chilled: 1-5°C target, 8°C legal max; frozen: -18°C or below).
When you need it
Every day. This is the minimum evidence an EHO expects. But note: 2 manual readings per day covers 0.14% of a 24-hour period. Automated monitoring covers 100%.
What it is
A 4-week diary template covering the core SFBB sections: opening checks, temperature records, cleaning schedule, staff hygiene, supplier checks, and closing procedures. Each day has tick boxes, temperature fields, and a corrective action note area.
When you need it
Required for all UK food businesses using SFBB as their food safety management system. Keep completed diaries for at least 12 months — EHOs may ask to see previous months during an inspection.
What it is
A log template for recording: equipment ID, calibration date, method used (ice point, boiling point, or UKAS-accredited lab), readings before and after adjustment, pass/fail, next calibration due date, and responsible person. Supports both manual probe thermometers and automated sensor systems.
When you need it
EHOs and BRCGS auditors check calibration records. If your thermometer reads 2°C low and you can't prove it was calibrated, every temperature reading you've logged is unreliable. Calibrate at least annually; quarterly for high-use probes.
What it is
A daily log template with columns for: date, time, current temperature, min/max readings, reset confirmation, initials, and action taken. Includes the CQC-required range (2-8°C), guidance on what to do when temperatures are out of range, and a monthly summary section.
When you need it
Every day in any setting that stores temperature-sensitive medications. CQC inspectors check these logs as part of their Regulation 12 (Safe Care and Treatment) assessment.
These templates are the manual version.
Flux generates all of these documents automatically from your sensor data — timestamped, tamper-proof, and always up to date. No filling in templates. No printing PDFs. No hoping someone remembered to log the temperature.
- ✓Shield (£29/mo) — Daily temperature logs + alerts + calibration tracking
- ✓Command (£59/mo) — + SFBB diaries + EHO inspection packs + excursion reports
- ✓Intelligence (£99/mo) — + reasoning traces + predictive maintenance + insurance reports
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Want to learn more about each document type? Read the blog →