Food safety audits are critical for ensuring that businesses meet the highest food production and handling standards. These inspections can be daunting, especially for those new to the process or who have previously struggled with compliance. However, with the proper preparation, businesses can turn audits into opportunities for improvement and success.

There are three main audit types that a company handles: Third-Party Regulatory Audits, Internal Audits and Mock Audits. 

Here, we outline common pitfalls in Third-Party audits which assess a company’s food safety practices and plans by an independent organization. We provide strategies to avoid them while emphasizing how mastering this process will develop valuable skills among the team members and experience.

Common Pitfalls in Food Safety Audits

Working towards compliance with third-party audits requires considerable preparation whether you are a supplier or recipient of food ingredients. Start early and designate a core team for the audit to prevent significant obstacles. 

1. Not reading regulations: Know the regulations that apply to your food sector, facility and your audit scheme. Take the time to read the full text of a regulation and any guidance documents attached to it. Choose an audit scheme that best matches your goal. 

Solution: Answer the questions of which scheme or bench-marked standard is required. Choose a third-party certification body or audit firm that fits the standard’s requirements. Obtain a copy of the selected standard from the certification body or audit firm. 

2. Inadequate Documentation: Auditors heavily rely on documentation to assess compliance. Missing or outdated records can lead to adverse findings. Examples include incomplete temperature logs, cleaning schedules, and staff training records. Ensure organizational charts and rosters are updated along with process flow charts. 

Solution: Implement a robust record-keeping system. Digital solutions, such as cloud-based software, can help ensure that documents are current, organized, and easily accessible. If you have conducted an internal or mock audit, what gaps were found in documentation? Have these been fixed? 

3. Insufficient Staff Training: Staff unprepared for audits can inadvertently make mistakes or fail to answer questions accurately, reflecting poorly on the organization.

Solution: Conduct regular training sessions to ensure employees understand food safety protocols and their roles during an audit. Encourage mock audits to boost confidence. Ensure employees can conduct and describe their processes that follow documented procedures.  

4. Failure to Conduct Internal Audits: Skipping internal audits can leave issues undetected until the official inspection, increasing the risk of non-compliance.

Solution: Schedule routine internal audits to identify and address potential gaps. Internal audits allow businesses to correct deficiencies proactively before external auditors arrive. For example, if your company outsources pest control, is this service properly overseen? 

5. Overlooking Facility Maintenance: Auditors inspect physical facilities closely. Issues like cracked floors, poor lighting, or pest control lapses can result in violations.

Solution: Maintain a strict maintenance checklist and address issues immediately—partner with maintenance and pest control experts to keep the facility audit-ready year-round.

6. Reactive, Not Proactive, Approach to Food Safety: Relying on last-minute fixes rather than ongoing compliance efforts can create unnecessary stress and increase the likelihood of errors.

Solution: Foster a proactive food safety culture. Regularly review processes, update procedures, and engage all staff in continuous improvement.

How Food Safety Audits Develop Skills and Experience

Mastering food safety audits does more than ensure compliance; it builds critical professional competencies that benefit individuals and teams.

Here’s how:

1. Enhances Attention to Detail: Preparing for audits sharpens observational skills and attention to detail. These skills are valuable in ensuring ongoing operational excellence, from maintaining spotless records to identifying minor facility flaws.

2. Boosts Problem-Solving Abilities: Conducting internal audits and addressing non-conformities requires creative problem-solving. Developing and implementing corrective actions strengthens your ability to handle complex challenges effectively.

3. Strengthens Communication Skills: Effective audits depend on clear communication between staff and auditors. Training employees to explain processes and demonstrate compliance builds confidence and communication capabilities.

4. Encourages Teamwork: Successful audits require collaboration across departments. Teams learn to work together to meet shared goals, fostering a culture of accountability and cooperation.

5. Prepares for Leadership Roles: Managing food safety audits equips professionals with the expertise to lead compliance efforts. These skills are transferable to broader quality assurance and management positions.

Steps for a Stress-Free Food Safety Audit

1. Start Early: Begin preparing as soon as the audit date is confirmed. Review past audit reports to identify recurring issues.
2. Review Standards: Familiarize yourself with the audit’s specific requirements, such as ISO 22000, HACCP, or local health regulations.
3. Conduct a Mock Audit: Simulate the inspection process to identify weak points. This helps staff become comfortable with the process.
4. Engage All Staff: Ensure every team member understands their role and the importance of compliance.
5. Address Deficiencies Promptly: Resolve any issues uncovered during internal audits or facility reviews before the official inspection.
6. Maintain Open Communication: During the audit, promptly answer questions and provide documentation. Transparency demonstrates your commitment to compliance.

Food safety audits are an essential part of running a successful food business. Businesses can confidently approach inspections by avoiding common pitfalls, fostering a proactive culture, and focusing on preparation. Moreover, mastering audits develops critical skills—like problem-solving, attention to detail, and leadership—that benefit individuals and organizations long-term.

Take the first step in mastering food safety audits by equipping yourself with the proper training and tools. Explore ImEPIK’s food safety courses to gain the knowledge and confidence needed to excel. Visit our PCQI courses page to learn more.