Food Recall Procedure

We are committed to the highest standards of food safety and public health. If we identify that any food product we sell, supply, or manufacture is unsafe or unsuitable, we will act immediately to remove that product from the market. Our priority is always to protect our customers from potential harm. We will not wait for a complaint or an official inspection if we know there is a problem. We will take full responsibility for recalling any food product that poses a health risk.

This policy applies to all staff involved in the handling, preparation, or sale of food. Under the Food Act 2003 (NSW) and corresponding state and territory food Acts, a food business is legally responsible for recalling food if the business believes the food is unsafe. This obligation also exists under the Food Standards Code, specifically Standard 3.2.2, which requires food businesses to recall unsafe food. This policy sets out how we meet those legal obligations.

A recall is necessary when food poses a health or safety risk due to microbial contamination, foreign matter, the presence of allergens not declared on the label, or chemical contamination. We initiate a recall the moment we confirm a serious hazard exists. We do not take chances with customer health.

If we determine a recall is needed, we will follow the requirements of the Australia New Zealand Food Standards Code. We will classify the recall as either a trade recall or a consumer recall based on how far the product has reached the supply chain. We will notify the relevant enforcement agency, usually the state or territory food authority or the local council, immediately. We will provide them with all the necessary details about the product and the reason for the recall.

We will use effective communication methods to alert the public and our trade customers. This includes publishing notices on our website, using social media, and placing signs at our business premises. For wholesale operations, we will contact all affected clients directly to ensure they stop selling or using the product. We will manage the recall effectively to stop the distribution of the unsafe item and recover any stock already sold.

All staff are trained to monitor food quality and report any potential issues to management immediately. If a supplier informs us of a recall for a product we stock, we will act on that notice without delay. We will cooperate fully with government enforcement officers during any food safety investigation.

By following this procedure, we ensure we comply with the Imported Food Control Act 1992 for imported goods and all relevant state food laws. We will maintain records of the recall, including the quantities recovered and the distribution of recall notices, to provide to authorities if requested. Our commitment is to resolve the issue quickly and transparently to maintain public trust in our business.

Recall Team Contact List

Recall Team Roles and Responsibilities

Every food business must have a recall team ready to act immediately if a product is unsafe or unsuitable. This team does not need to be large, but each member must know their specific role. You must update this contact list regularly and ensure the backup person can step in if the primary contact is sick or on leave. Under the Australia New Zealand Food Standards Code (Standard 3.2.2), you are legally required to have a written recall system. The Food Act 2003 (NSW) and similar acts in other states also enforce these requirements to protect public health.

Recall Coordinator The Recall Coordinator runs the show. This person is usually the business owner, manager, or quality assurance officer. Their job starts the moment you identify a problem. They must contact the relevant food enforcement agency in your state or territory immediately. In New South Wales, this is the NSW Food Authority. In Victoria, it is the Department of Health. The Coordinator decides if a recall is necessary based on the risk to public health and safety. They also notify Food Standards Australia New Zealand (FSANZ) if the recall involves a trade or consumer level. The Coordinator keeps all records of the recall and writes the final report to show authorities that you handled the issue correctly.

Media Liaison Public perception is critical during a recall. If customers lose trust in your brand, it can damage your business for years. The Media Liaison handles all communication with the public, press, and social media. They must stick to the facts and not speculate on the cause of the issue. This person prepares press releases and answers questions from journalists. They must ensure the recall notice includes the exact product name, batch code, best before date, and a clear description of the safety hazard. Providing incorrect or confusing information can lead to bigger fines and legal trouble. The Media Liaison works closely with the Coordinator to make sure the public message matches the official advice given to government authorities.

Distribution Manager The Distribution Manager manages the logistics of getting the unsafe product off the shelves. This role is vital for stopping the problem from spreading. They must identify exactly where the affected product has gone. This includes checking your own delivery records and contacting wholesale distributors, retailers, and hospitality venues. If you sell directly to consumers, you must track sales receipts or delivery logs. The Distribution Manager organises the return or destruction of the stock. They must keep a strict ledger of how much product comes back and how you disposed of it. This proof is essential to demonstrate to authorities that you have successfully removed the product from the market.

Maintaining accurate distribution records is a legal requirement under the Australia New Zealand Food Standards Code. Specifically, Standard 3.2.2 requires food businesses to keep records that allow you to recall unsafe food. If you cannot trace your ingredients or your finished products, you risk failing a recall audit and causing harm to the public. This section lists the primary suppliers and wholesale customers necessary to support a food recall. You must keep this list current and check the details every three months.

Primary Suppliers You must list every business that provides ingredients or materials used in your food products. This includes fresh produce, meat, dairy, dry goods, and packaging. If a supplier notifies you of a problem, such as salmonella contamination or an allergen labelling error, you need to contact them immediately. You also need to contact them if you identify the issue yourself and need to trace the source of the problem. Do not rely on business cards or invoices stuffed in a drawer. Record the specific name of the supplier contact person, their phone number, and an email address. If the supplier assigns a lot code or batch number to your delivery, you must record that number against the item in your system. This practice aligns with the FSANZ Food Safety Standards and ensures you can identify exactly which batch is affected.

Wholesale Customers You must list every business that purchases food from you for resale. This includes cafes, restaurants, supermarkets, and other retailers. In the event of a recall, you are legally responsible for notifying these customers within the timeframes set by Food Standards Australia New Zealand. You must be able to tell them exactly what product they bought, the date they bought it, and the specific batch codes involved. Without these records, you cannot verify that the customer has received the recall notification or removed the product from sale. For each wholesale customer, record the business name, the trading name if it is different, a primary phone number for the manager or owner, and a delivery email address.

Record Keeping Requirements Under Standard 3.2.2, you must keep these distribution records for a specific period, usually two years for shelf-stable goods and shorter periods for perishables, depending on state legislation. Storing this information electronically is recommended as it allows for quick searching during a crisis. Paper records are acceptable if they are legible and organised. Ensure you record the date of every transaction. If you use a third party distributor, you must also hold their contact details and ensure they can provide you with a breakdown of delivery destinations within four hours of a request. This detail is critical for a Class 1 food recall where public health is at serious risk.

Authority Contacts

You must maintain an up-to-date list of regulatory contacts and keep this list accessible to key staff members. In the event of a food safety incident, quick communication with the correct authorities is mandatory. Under the Australia New Zealand Food Standards Code, a food business must notify the appropriate enforcement agency if it believes a batch of food is unsafe.

Local Council Your local council environmental health officer is usually the first point of contact for regulatory issues. Councils handle most initial investigations for retail and hospitality businesses. Locate the phone number and email for the environmental health department at your local council. Do not rely on the general switchboard number as it may be unattended after hours. Save these details in your incident response kit.

State or Territory Food Authority Depending on your location, you must contact the relevant state or territory government body. These agencies oversee the Food Act in each jurisdiction. In New South Wales, contact the NSW Food Authority. In Victoria, contact the Department of Health and Human Services. In Queensland, contact Queensland Health. Other states have similar departments. Record the 24-hour emergency hotline number for your specific state authority. If you operate across borders, list contacts for each relevant state.

Australian Competition and Consumer Commission The Australian Competition and Consumer Commission (ACCC) manages the national recall website and oversees the Trade Practices Act 1974. You must notify the ACCC if a recall involves serious consumer harm or a widespread supply issue. Check if your supplier or distributor has already contacted the ACCC, as you generally coordinate with them. Keep the ACCC Product Safety contact number on file.

Insurer Contact your public liability or product liability insurer immediately after you identify a potential problem. Many insurance policies have strict time limits for notification. Failing to notify them quickly may void your coverage. Ask your insurer for a specific claims manager or emergency contact number. Provide them with a draft of your media release and recall plan before you publish it.

Keep this section of your manual current. Check these phone numbers every six months to ensure they are still correct.

1. Investigate the potential hazard You must immediately examine the product to determine if it poses a safety risk. Check customer complaints, quality control records, and your internal testing results. Use the Food Industry Recall Protocol to decide if a recall is necessary. If the product could cause injury or illness, you must act right away. Do not wait for confirmation from a government agency if you believe the public is at risk.

2. Notify the relevant authorities Contact your local food authority or the state enforcement unit without delay. You must also notify Food Standards Australia New Zealand (FSANZ) if the product is available in multiple states or territories. Supply details about the product, the batch codes, the best-before dates, and the specific reason for the recall. This notification is a legal requirement under the Australia New Zealand Food Standards Code. You must also inform the supplier who provided the ingredients or the finished goods.

3. Notify your distribution network Inform everyone who sells or handles your product. This includes wholesalers, distributors, supermarkets, and other retail outlets. Tell them to stop selling the product immediately and remove it from their shelves. Provide them with clear instructions on how to identify the affected stock. You should use a mix of phone calls, emails, and faxes to ensure the message reaches everyone quickly.

4. Inform the public Issue a public recall notice if the product has been sold directly to consumers. Draft a clear press release that explains the safety issue, describes the product, and provides the batch codes. Publish this notice in newspapers, on your website, and on social media. Instruct customers to return the product to the place of purchase for a full refund. FSANZ will publish your recall notice on their website to assist with the alert.

5. Retrieve and store the product Collect all recalled stock from your distribution network and customers. Keep the returned goods separate from your regular inventory to prevent them from being accidentally sold again. Store the recalled items in a secure, designated area. Label the stock clearly so staff know it must not leave the premises.

6. Dispose of the product You must destroy the recalled product in a way that ensures it cannot re-enter the food chain. Common methods include incineration, deep burial, or rendering. If you use a disposal contractor, request a certificate of destruction. You should keep detailed records of how much product was destroyed and the method used. These records are essential for your audit trail and to prove you have complied with the Food Standards Code.

7. Review the incident Conduct a thorough review of the recall process once it is finished. Write a report that identifies the root cause of the problem. Update your food safety program and recall plan to prevent the same issue from happening again. This helps you meet your due diligence obligations and keeps your customers safe.

Training Records

You must keep records for every staff member involved in your food recall team. This includes business owners, managers, quality assurance staff and anyone who makes decisions during a recall. If you handle a recall without proof that your team is trained, you might face penalties. These records prove you take your obligations seriously and that your team knows how to react fast when things go wrong.

In Australia, food businesses must comply with the Australia New Zealand Food Standards Code. Specifically, Standard 3.2.2 requires you to have a food safety supervisor and for staff to have skills and knowledge appropriate to their duties. While food recall plans are not mandatory for every single business, they are essential for wholesale suppliers, manufacturers and importers. If you need a recall plan, you must ensure your staff are competent to run it.

You should train your team when you first write your recall plan. You must also train them whenever you update the plan. It is good practice to run a mock recall once a year. This helps staff practice their roles without the pressure of a real incident. Record the date of this mock recall and who participated. If a staff member leaves or a new person joins, train them immediately and record it.

Good training records protect your business. If a council environmental health officer or a state authority investigates your recall, they will ask to see these records. They want to know if you followed the Food Standards Australia New Zealand (FSANZ) guidelines. Your records show that you did not just file a plan away but actually used it.

You do not need complex software. A simple paper or digital register is enough. It must list the staff name, the training date, the topics covered and a signature. You must keep these records for at least the time required by your local state legislation. Many states require records for two years, but you should check with your local food authority to be sure. Do not guess. If you cannot produce these records during an audit, it looks like negligence. Keep your records up to date and store them where they are easy to find.

Staff Training Register