Audits & Certifications

Food Quality Audits: How to Prepare Without the Stress

By Claudia · · 6 min read

Two auditors on the plant floor preparing for a food quality audit

Food quality audits: how to prepare without the stress

For any quality manager in the food industry, food quality audits are one of the most stressful times of the year. Weeks of document reviews, checking records, hunting down evidence… and the constant feeling that something might slip through the cracks. But with the right strategy and the right tools, it's entirely possible to walk into an external audit with confidence and no surprises. In this article, we'll show you how.

What auditors actually look for at a food company

Before preparing for any audit, it's essential to understand what an external auditor actually evaluates when they walk into your plant. It's not just about checking that your paperwork is in order: auditors want to see that your quality management system is real, consistent, and alive in the organization's everyday work.

Broadly speaking, any quality audit in the food sector — whether IFS Food, BRC/BRCGS, or FSSC 22000 — evaluates the same core pillars:

  • Document management: up-to-date procedures, complete and traceable records, and current versions of key documents.
  • HACCP system: an up-to-date hazard analysis, defined and monitored critical control points, and documented corrective actions.
  • Prerequisite programs: pest control, cleaning and disinfection, facility maintenance, water control, and personnel hygiene.
  • Traceability: the ability to trace a batch from raw material to finished product and back again.
  • Non-conformity and corrective action management: evidence that problems are detected, analyzed, and resolved systematically.
  • Management commitment: auditors check that a quality culture runs through the whole company, not just the quality department.

Regulation (EC) No 852/2004 on the hygiene of foodstuffs (Regulation [EC] 852/2004, 2004) requires food businesses to implement and maintain procedures based on HACCP principles — the regulatory foundation that every private certification standard is built on.

Knowing these pillars lets you approach preparation strategically, prioritizing the areas that carry the most weight in the final score and those where deviations have historically shown up.

The most common mistakes in IFS and BRC food audits

Preparing for an IFS audit or a BRC food audit means knowing the most common pitfalls. Spotting them in advance lets you fix them before the auditor does. Here are the most frequent ones:

1. Outdated or inconsistent documentation

One of the most common findings in any food quality audit is a procedure whose documented version is older than the one actually being followed on the floor, or records that don't match the written instructions. To an auditor, a gap between what the paperwork says and what actually happens is a clear sign the system isn't under control.

2. Incomplete or inaccurate records

Unsigned temperatures, CCP checks with blank boxes, cleaning records with impossible dates… Records are the main source of evidence during an audit, and any gap can turn into a major non-conformity. A well-designed, regularly reviewed quality audit checklist is one of the best defenses against this kind of mistake.

3. Corrective actions left open or with unverified effectiveness

Opening a non-conformity is only the first step. IFS and BRC auditors want to see that corrective actions have been implemented, that their effectiveness has been verified, and that the whole process is documented. Non-conformities that stay open and never get closed are one of the most common reasons for penalties.

4. HACCP plans that haven't been reviewed in too long

Hazard analysis needs to be a living document, updated whenever the production process, legislation, or ingredients change. Finding a HACCP plan that hasn't been touched in years is an immediate red flag. According to the BRCGS Global Standards (BRCGS, n.d.), periodically reviewing the HACCP system is a core requirement for keeping certification.

5. Missing documentation of staff training

It's not enough for operators to know the procedures — you have to prove it. Training records, competency assessments, and evidence of internal communication are documents the auditor will almost certainly ask for.

6. Poor traceability

A traceability exercise is a standard part of certification audits. If the quality manager takes more than four hours to reconstruct a batch's full journey — forward and backward — the company risks a critical non-conformity.

How food audit software keeps you audit-ready at all times

The good news is that most of the mistakes described above are entirely avoidable with digitized, systematic management. Food audit software like Solved turns audit preparation from a reactive, stressful scramble into a continuous, controlled activity.

Centralized, real-time document control

With Solved, all quality system documentation — procedures, instructions, records, forms — is managed from a single digital environment. Every document shows its current version, its full revision history, and its assigned owners. When the auditor arrives, there's no digging through folders or reconstructing versions: everything is accessible and organized. You can check out all of Solved's features for document management and much more.

Digital records with no gaps

Guided digital forms make it impossible to leave fields blank without justification. Automatic alerts flag when a check hasn't been completed on schedule. The result is a clean, complete record history that's ready to export for any review.

Non-conformity management with full follow-up

Solved lets you log any deviation the moment it happens, assign owners for the corrective action, set deadlines, and verify closure with evidence. The whole cycle is tracked and available to the auditor, with no need to dig through scattered emails or spreadsheets.

A HACCP system that's always up to date

Solved's HACCP module makes it easy to review and update your hazard analysis collaboratively. If you want to dig deeper into digitizing your HACCP system, check out our article on digital HACCP: benefits and keys to implementation.

Built-in audit simulations

With Solved's configurable audit checklists, you can run internal audits using the same criteria the external auditor will apply. You catch deviations months in advance, close out corrective actions, and arrive at audit day with a system that's already been validated internally.

Full traceability in minutes

Thanks to integrated batch and supplier management, Solved lets you reconstruct a product's full traceability in minutes instead of hours — a key advantage during any traceability exercise in an audit.

Your next audit, under control

Preparing for a food quality audit doesn't have to mean weeks of chaos and overtime. With continuous management backed by software built specifically for the food industry, you're always ready. When the auditor arrives, you'll simply be showing them how you work every day.

If you'd like to see how Solved can help keep your quality system permanently audit-ready, request a free demo and we'll show you, no strings attached.

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