Food traceability, withdrawals and recalls

Food Business Operators (FBOS) are responsible for the safety of the food they produce, distribute, store, or sell. It is essential that FBOs:

  • do not place unsafe food on the market
  • comply with relevant food laws with regard to the production, distribution, storage, and sale of food
  • can trace the suppliers of their food and the customers they have supplied the food to (one step back and one step forward)
  • must be able to remove unsafe food from the market, should a food incident occur

To fulfil the above requirements and avoid a food incident, FBOs should have an adequate traceability and food withdrawal or recall system in place as part of their Food Safety Management system.

A food incident occurs when there are concerns for the safety and/or quality of a food product, and action is required to protect consumers.

A withdrawal is when the food can be removed from the market while it has not yet been sold directly to consumers. This usually means that the product will be recovered from distribution centres and wholesalers.

A recall is an action to remove a food product from all points in the food chain, including retrieving it from consumers after they have purchased it.

Some examples of when a withdrawal or recall may be necessary are incorrect labelling, incorrect allergen information, and chemical or physical contamination. 
Keep up to date with regional recall alerts via the Food Standards Agency.

Traceability is the ability to trace the movement of food through specific stages of production, processing, and distribution. Within a Food Safety Management system, traceability is used as a tool to control hazards in food and guarantee product safety and quality. Please see the Food Standard Agency guidance for implementing traceability procedures.

In short, there are four key steps that are needed to develop an effective food traceability system:

  1. The system
    The system an FBO uses must be able to trace foods purchased from suppliers and sold to business consumers. This does not include food sold directly to consumers.
  2. Defining batches of food
    This may help limit the amount of food to be withdrawn or recalled, should a food incident occur. Regulation (EC) Number 178/2002 considers a whole batch, lot, or consignment unsafe unless it can be demonstrated otherwise.
  3. Traceability information
    The following information should be readily available:
    - name and address of business supplier/business customer
    - details of products, quantity supplied, the date of transaction, and delivery
    FBOs can keep the packaging of raw materials to have traceability information easily available. Also, FBOs who handle products of animal origin (POAO) and sprouted seeds, must comply with more specific food traceability requirements. Please see annex two of the Guidance on Food Traceability, withdrawals, and recalls within the UK food industry.
  4. Record keeping
    In the case of a withdrawal or recall of food products, FBOs must have systems in place to allow for the easy retrieval of traceability information. This can include invoices, receipts, and delivery documents.

FBOs need to keep information in a way that is easy to check both forwards and backward. FBOs must be able to see where a product came from and to whom it has been supplied. Records do not need to be kept if the food is supplied directly to the final consumer.

Traceability information being retrieved quickly can really help minimise the scale of a potential withdrawal or recall and the impact on the consumer's health. Unless specific food regulations state a defined period, it is up to the FBOs discretion how long they need to keep traceability information. However, this needs to be appropriate for the nature and product life of the food, and the circumstance under which they may be required to produce traceability information.

Food traceability, withdrawals, and recalls are important tools in the management of risks with regard to food safety and are important components of an effective Food Safety Management System. Please see the Food Standards Agency website for further information and materials in relation to food incidents, product withdrawals, and recalls.

Reporting a food incident

If you are a food business in the borough of Ealing and believe that the food or feed you have supplied is harmful to health, unfit for human consumption, or does not meet necessary legal requirements, you should either:

  • contact the food and workplace safety team for further advice
  • withdraw or recall the food from the market and notify us

If you believe unsafe food has reached the final consumers, you are required to notify the FSA’s incidents team who may issue a recall notice. Their details are:

  • FSA incidents response team
  • FSA incidents response team - out of hours
    • telephone: 020 7276 8448