Run HACCP Variance Plan Documentation File Inspection — Free

Inspection Scope and Variance Processes

Variance-required processes identified in the file critical (required)

File lists each process operating under a variance, such as reduced oxygen packaging (ROP), sous vide, smoking, or other specialized food processes.

Note (optional)

Variance file matches current operation critical (required)

Documentation reflects the actual products, equipment, and processes currently in use; no undocumented variance process is being performed.

Yes No N/A

Process list includes product names and locations

Each variance process is tied to specific menu items, equipment, and production areas so the inspector can verify scope quickly.

Last internal review date

Date the variance file was last reviewed by management or the food safety lead.

Variance Application and Approval

Variance application is included critical (required)

A completed variance application is present in the file for each process requiring approval.

Yes No N/A

Approval from the AHJ is documented critical (required)

Written approval, permit, or authorization from the authority having jurisdiction is included and legible.

Yes No N/A

Approval is current and not expired critical (required)

Approval dates show the variance is still valid for the processes being performed.

Yes No N/A

Conditions of approval are listed and understood

Any operational limits, monitoring requirements, or restrictions attached to the approval are documented in the file.

HACCP Plan and Supporting Controls

HACCP plan is included for each variance process critical (required)

A process-specific HACCP plan is present for each approved variance activity.

Yes No N/A

Hazard analysis identifies biological, chemical, and physical hazards critical (required)

The plan identifies relevant hazards for the process and the controls used to prevent, eliminate, or reduce them to acceptable levels.

Yes No N/A

Critical limits are documented and measurable critical (required)

Critical limits are specific, observable, and measurable, such as time, temperature, pH, water activity, or packaging controls.

Yes No N/A

Monitoring procedures are documented critical (required)

The plan identifies who monitors, what is monitored, how often, and what records are kept.

Yes No N/A

Corrective actions are documented critical (required)

The file includes corrective actions for deviations, including product disposition and process correction.

Yes No N/A

Operational Records and Verification

Monitoring logs are present and complete critical (required)

Required logs, such as time-temperature records, cooling logs, packaging logs, or pH records, are available and filled out.

Yes No N/A

Calibration or verification records are included critical (required)

Thermometers, probes, scales, or other measuring devices used for the variance process have current verification or calibration records.

Yes No N/A

Training records for responsible staff are included

Employees performing or supervising the variance process have documented training on the approved HACCP plan and monitoring tasks.

Yes No N/A

Verification review is documented

Management or a designated responsible person reviews records at the required frequency and signs off on the review.

Yes No N/A

File Accessibility and Inspector Readiness

File is stored in a designated, accessible location critical (required)

The variance documentation file can be produced immediately from the manager station, office, or other designated location.

Yes No N/A

Documents are organized by process and easy to review

The file is tabbed, indexed, or otherwise organized so an inspector can quickly find the application, approval, HACCP plan, and records.

Current SOPs are included or referenced

Standard operating procedures for the variance process are included in the file or clearly referenced with current revision control.

Yes No N/A

Inspector can review the file on demand within 10 minutes critical (required)

The responsible manager can locate and present the complete file promptly during an inspection.

Yes No N/A

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Run: HACCP Variance Plan Documentation File Inspection

Inspection Scope and Variance Processes

Variance Application and Approval

HACCP Plan and Supporting Controls

Operational Records and Verification

File Accessibility and Inspector Readiness

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