A walk-in temperature log records the date, time, air temperature, a food probe reading, the initials of the person checking, and notes about anything unusual. Check at least twice a day. The log proves food was kept cold, shows trends that point to equipment trouble and gives a technician useful history.
Many kitchens keep a log because someone told them to, then fill it in from memory at the end of the week. That helps nobody. A log is useful only when it reflects real readings taken at real times.
What to record
| Column | Why |
|---|---|
| Date and time | Shows when readings were taken |
| Box name | Cooler, freezer or each box separately |
| Air temperature | From the display or the independent thermometer |
| Food probe reading | The temperature that matters most |
| Initials | Someone is accountable |
| Notes and action taken | Explains any out-of-range reading |
How often
- At least at opening and closing, and mid-shift in busy kitchens.
- More often in summer and during any suspected problem.
- After a delivery, a repair or a power event.
- Continuously with a data logger if nobody is on site overnight.
What to do when a reading is out of range
- Recheck. Confirm with a second thermometer.
- Write it down. Time, reading and what you did.
- Check the obvious. Door closed, fans running, nothing blocking airflow.
- Probe the food. Decide what needs action using your food-safety plan.
- Call for service if it does not recover. See not cooling.
Using the log to spot equipment trouble
A log is an early warning system. A slow climb over weeks can mean a dirty condenser or a leaking gasket. Afternoon highs point to heat load. Sudden jumps suggest a failure. The full explanation is on the thermometer placement page, and the temperature swings page describes the equipment causes.
Records and inspections
Ask your local health department what records it expects and how long to keep them. See the inspection page and the food-safety guide.
Paper, app or sensor
- Paper. Cheap and simple. It needs discipline.
- App or spreadsheet. Easy to search, but staff must use it on the floor.
- Wireless sensor. Records automatically and alerts. Choose battery backup and still do manual checks.
A sample log layout
A single sheet per week works well. List the days down the side and the check times across the top. For each check, leave boxes for air temperature, probe temperature and initials. Add a notes column at the end, and a line at the bottom for the manager to review and sign. Post it inside a clear sleeve near the walk-in door, with a pen on a string, so nobody has an excuse for skipping it.
Review the sheets weekly. A manager who reads them will notice patterns, such as every Monday being warmer after a weekend delivery, that no single reading would show.
Questions about logs
Can I fill in the log at the end of the day?
No. A log filled in from memory is not a record. Take readings when you write them.
How long should I keep logs?
Ask your health department and your insurer. Keeping them for a reasonable period costs little.
Do I need a log for a freezer too?
Yes. Freezer logs show slow warming that could otherwise go unnoticed.