How to Write a HACCP Plan for a Small Cafe or Coffee Shop

If you run a small café or coffee shop in the United Kingdom, you are required by law to have a food safety management system based on HACCP principles. HACCP stands for Hazard Analysis and Critical Control Points, and while the name sounds complex, the principles are straightforward when applied to a small operation. Many café owners assume that HACCP is only for large restaurants or food manufacturers, but Regulation (EC) No 852/2004 applies to every food business regardless of size. This guide explains how to write a practical, proportionate HACCP plan for your café.

Why Your Café Needs a HACCP Plan

A HACCP plan is not optional — it is a legal requirement. Article 5 of Regulation (EC) No 852/2004 requires every food business operator to put in place a permanent procedure based on HACCP principles. For small cafés, the FSA accepts Safer Food Better Business (SFBB) as a valid approach. However, a tailored HACCP plan specific to your operation demonstrates a higher level of food safety management and can contribute to a better food hygiene rating.

Even if you use SFBB as your starting point, understanding the HACCP principles will help you implement it properly and adapt it to your specific menu and processes.

The 7 HACCP Principles Simplified

Before diving into the steps, here is a quick overview of the seven HACCP principles as they apply to a small café:

• Principle 1: Identify the hazards in your operation
• Principle 2: Determine the critical control points (CCPs)
• Principle 3: Set critical limits for each CCP
• Principle 4: Establish monitoring procedures
• Principle 5: Define corrective actions when a CCP is not under control
• Principle 6: Establish verification procedures to confirm the system works
• Principle 7: Keep records and documentation

Step 1: Map Your Operations

Start by creating a simple flow diagram of how food moves through your café. For most small cafés, this will include:

• Purchasing and delivery — receiving ingredients from suppliers
• Storage — chilled, frozen, and ambient storage
• Preparation — slicing, assembling, mixing
• Cooking — toasting, grilling, baking, heating soup
• Hot and cold holding — display counters, bain-maries, refrigerated cabinets
• Service — serving the customer

Your flow diagram does not need to be elaborate — a simple list or sketch is sufficient. The important thing is to capture every step where food is handled.

Step 2: Identify the Hazards

For each step in your flow diagram, identify the hazards that could make food unsafe. In a typical café, the most significant hazards are:

• Bacterial contamination from raw ingredients, poor hand hygiene, or contaminated surfaces
• Allergen cross-contamination — particularly in cafés that handle nuts, gluten, and dairy alongside allergen-free options
• Temperature abuse — food left in the danger zone (8°C to 63°C) for too long
• Physical contamination — hair, packaging material, broken glass
• Chemical contamination — cleaning chemicals not properly stored or rinsed

Step 3: Set Your Critical Control Points and Limits

For a small café, the most common CCPs are:

• Chilled storage: fridge temperature must be at or below 8°C (target 5°C or below)
• Cooking: core temperature of 75°C for foods that are heated (soups, toasted sandwiches with fillings, baked goods)
• Hot holding: food held hot must be maintained above 63°C
• Delivery acceptance: chilled deliveries arriving above 8°C should be rejected or risk-assessed

Step 4: Define Corrective Actions

For each CCP, decide in advance what you will do if the critical limit is breached. For example:

• If the fridge temperature exceeds 8°C: check the door seal, adjust the thermostat, move food to a working fridge, and discard any high-risk food that has been above 8°C for more than four hours.
• If food does not reach 75°C during cooking: continue cooking until the target is reached, or discard the food if it cannot be safely cooked further.
• If a chilled delivery arrives above 8°C: reject the delivery and contact the supplier for a replacement.

Step 5: Establish Prerequisite Programmes

Your HACCP plan works alongside basic hygiene practices (prerequisite programmes). For a café, these include:

• A daily and weekly cleaning schedule for all surfaces, equipment, and floors
• Hand hygiene procedures — including when and how staff should wash their hands
• Pest control contract or monitoring programme
• Supplier approval records and traceability information
• Staff training records
• Equipment maintenance log

Step 6: Keep Records

Documentation is essential. At a minimum, keep:

• Daily fridge and freezer temperature logs
• Cooking temperature checks for hot food
• Delivery check records
• Cleaning schedule sign-offs
• Corrective action records

Our free HACCP template includes ready-to-use record sheets that you can adapt for your café.

Step 7: Review Regularly

Your HACCP plan is a living document. Review it:

• At least once a year
• Whenever you change your menu, add new food items, or change suppliers
• After any food safety incident, customer complaint, or inspection finding
• When you refurbish or rearrange your premises

A HACCP plan that has not been reviewed since it was first written is a common criticism from Environmental Health Officers. Regular review demonstrates that your system is active and responsive.

If you need help writing or reviewing your HACCP plan, our HACCP plan service can build a bespoke plan for your café, tailored to your specific menu, premises, and processes. Take our free risk assessment to identify where your food safety system needs strengthening.

Frequently Asked Questions

Do I need a HACCP plan if I only serve sandwiches and coffee?

Yes. Any food business that handles food must have a food safety management system based on HACCP principles. Even if your menu is simple, you are handling potentially hazardous ingredients (chilled fillings, dairy products, bread containing allergens) and you need documented controls in place.

Can I use Safer Food Better Business instead of a HACCP plan?

Yes. SFBB is accepted by the FSA as a valid food safety management system for small food businesses, including cafés. It incorporates the HACCP principles in a simplified format. However, if your café has a more complex menu or handles high-risk foods, a bespoke HACCP plan may be more appropriate and will demonstrate a higher level of management to an EHO.

How long does it take to write a HACCP plan for a small café?

For a small café with a straightforward menu, a basic HACCP plan can be drafted in a few hours — especially if you use a template as your starting point. The ongoing commitment is in maintaining the records and reviewing the plan regularly. If you prefer professional support, our HACCP consultants can typically complete a plan for a small café within one to two working days, including an on-site visit.