Checklist template

Catering and large order execution for restaurants

A ready-to-use checklist with 106 items in 6 sections, covering Order intake, Production planning, Packaging and labelling, Delivery and setup, Billing, Follow-up. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 106 Items
  • 91 Yes / No checks
  • 5 Scored ratings
  • 116 Points

Use this template How audits work

1. Order intake 18 items

  1. Catering orders are taken on the company catering order sheet or in the catering system Yes / No 1 pt
  2. The order records the customer's name and a mobile phone number Yes / No 1 pt
  3. The order records the delivery address with the floor, suite or loading dock instructions Yes / No 1 pt
  4. The order records the name of the person who will receive the delivery on site Yes / No 1 pt
  5. The order records the number of guests to be served Yes / No 1 pt
  6. The order records the time the food must be ready to eat, not only the delivery time Yes / No 1 pt
  7. The customer was asked about food allergies and dietary needs in the group Yes / No 1 pt
  8. Allergy and dietary requests are written on the order next to the item concerned Yes / No 1 pt
  9. The customer was asked whether plates, cutlery, napkins and serving utensils are needed Yes / No 1 pt
  10. The customer was asked whether warming equipment (chafing dishes, fuel) is needed Yes / No 1 pt
  11. The order was read back to the customer or confirmed in writing Yes / No 1 pt
  12. Orders above the size set by company policy are approved by the manager before they are accepted Yes / No 1 pt
  13. The minimum notice period for catering orders was respected, or the manager approved the exception Yes / No 1 pt
  14. A deposit or card guarantee was taken where company policy requires one Yes / No 1 pt
  15. The cancellation terms were stated to the customer at the time of ordering Yes / No 1 pt
  16. Every catering order for the next 7 days appears on the catering calendar Yes / No 1 pt
  17. Catering orders on the calendar for the next 7 days Number
  18. Completeness of the catering orders sampled Rating
    • All details recorded 5 pts
    • Minor details missing 3 pts
    • Key details missing (time, address, count) 1 pt

2. Production planning 17 items

  1. A production sheet listing each item and quantity is prepared for each catering order Yes / No 1 pt
  2. The production sheet shows the time each item must start in order to meet the departure time Yes / No 1 pt
  3. Quantities on the production sheet follow the company portions-per-guest guide Yes / No 1 pt
  4. Ingredients for catering orders were added to the food order placed with suppliers Yes / No 1 pt
  5. The schedule shows extra labor on days with catering orders above the size set by company policy Yes / No 1 pt
  6. A named employee is responsible for each catering order on the day Yes / No 1 pt
  7. Catering production is timed so that it does not overlap the restaurant's peak service Yes / No 1 pt
  8. Cold items prepared the day before are labeled with the order name and the preparation date Yes / No 1 pt
  9. Hot items are cooked on the day of the event Yes / No 1 pt
  10. Hot items finish cooking no more than the time set by company standard before departure Yes / No 1 pt
  11. Dishes for a guest with an allergy are prepared with cleaned equipment, separately from the rest of the order Yes / No 1 pt
  12. The oven, fryer and grill capacity needed for the order was checked against the regular menu demand for that hour Yes / No 1 pt
  13. Yesterday's catering orders left the restaurant complete, according to the checklists on file Yes / No 1 pt
  14. The manager reviews tomorrow's catering orders with the kitchen before closing Yes / No 1 pt
  15. Cooking temperatures of catering proteins are recorded on the production sheet Yes / No 1 pt
  16. Temperature of a hot catering item at the end of cooking (°F or °C) Number
  17. Production planning for the catering orders reviewed Rating
    • Written plan followed 5 pts
    • Plan exists, timing improvised 3 pts
    • No written plan 1 pt

3. Packaging and labelling 18 items

  1. Each tray or pan is labeled with the name of the item Yes / No 1 pt
  2. Each label shows the allergens in the item or refers to the allergen sheet sent with the order Yes / No 1 pt
  3. Dishes made for a guest with an allergy or dietary need are packed separately and labeled with that guest's name or need Yes / No 1 pt
  4. Vegetarian and vegan items are labeled as such Yes / No 1 pt
  5. Every container of the order is marked with the customer's name or the order number Yes / No 1 pt
  6. Containers are numbered (1 of 6, 2 of 6) so that a missing container is noticed Yes / No 1 pt
  7. Hot food is packed in insulated carriers or hot bags Yes / No 1 pt
  8. Cold food is packed in coolers or cold bags with ice packs Yes / No 1 pt
  9. Hot and cold items are packed in separate carriers Yes / No 1 pt
  10. Sauces and dressings are packed in sealed containers apart from the food Yes / No 1 pt
  11. Lids are closed tight and trays are wrapped to prevent spills Yes / No 1 pt
  12. Tamper-evident seals are applied to bags and boxes Yes / No 1 pt
  13. Serving utensils are packed for each tray: tongs, spoons or ladles Yes / No 1 pt
  14. Plates, cutlery and napkins are packed for the number of guests plus the allowance set by company standard Yes / No 1 pt
  15. Reheating or holding instructions are included for hot items left with the customer Yes / No 1 pt
  16. The packed order is checked against the order sheet by a second employee Yes / No 1 pt
  17. The packing checklist is initialed by the person who checked the order Yes / No 1 pt
  18. Presentation of the packed catering order Rating
    • Neat, labeled and complete 5 pts
    • Complete, labels or presentation uneven 3 pts
    • Items unlabeled or missing 1 pt

4. Delivery and setup 19 items

  1. The departure time is calculated from the travel time plus the setup time Yes / No 1 pt
  2. The order left the restaurant at or before the planned departure time Yes / No 1 pt
  3. The delivery vehicle's cargo area is clean and free of chemicals and loose items Yes / No 1 pt
  4. Carriers are secured in the vehicle so that they cannot slide or tip Yes / No 1 pt
  5. A copy of the driver's valid license is on file as company policy requires Yes / No 1 pt
  6. The driver carries the customer's phone number and the order sheet Yes / No 1 pt
  7. The driver calls the customer when a delay of more than 10 minutes is expected Yes / No 1 pt
  8. The delivery arrived within the window agreed with the customer Yes / No 1 pt
  9. Minutes between the agreed delivery time and the actual arrival of the last order (0 if on time) Number
  10. Hot food measured 135°F (57°C) or above when handed over Yes / No 1 pt
  11. Temperature of a hot item at handover (°F or °C) Number
  12. Cold food measured 41°F (5°C) or below when handed over Yes / No 1 pt
  13. The driver or catering lead sets out the food in the order of a buffet line: plates, mains, sides, cutlery Yes / No 1 pt
  14. Chafing dishes are assembled and the fuel is lit by the catering employee, not left to the customer Yes / No 1 pt
  15. Each dish on the buffet has a label or tent card facing the guests Yes / No 1 pt
  16. The contact person checked the order against the order sheet and signed for it Yes / No 1 pt
  17. The setup area was left clean, with packaging taken away Yes / No 1 pt
  18. The customer was told how and when rented or loaned equipment will be collected Yes / No 1 pt
  19. Delivery and setup of the last catering order Rating
    • On time and fully set up 5 pts
    • Late or setup incomplete 3 pts
    • Late and incomplete 1 pt

5. Billing 16 items

  1. The price charged matches the current catering menu Yes / No 1 pt
  2. Delivery and setup fees are shown on the invoice as separate lines Yes / No 1 pt
  3. An automatic service charge or gratuity, where applied, was stated to the customer when the order was taken Yes / No 1 pt
  4. Tax-exempt customers have an exemption certificate on file Yes / No 1 pt
  5. The deposit received is deducted on the final invoice Yes / No 1 pt
  6. Payment is taken before or at delivery unless the customer has an approved house account Yes / No 1 pt
  7. House accounts are approved by the person named in company policy Yes / No 1 pt
  8. Invoices for house accounts are sent within 2 business days of the event Yes / No 1 pt
  9. House account balances past the payment terms are followed up by a named person Yes / No 1 pt
  10. House account invoices past their payment terms Number
  11. Each catering sale is entered in the point-of-sale system under the catering order type Yes / No 1 pt
  12. Discounts on catering orders carry a manager's approval Yes / No 1 pt
  13. Refunds or credits for problems are recorded with the reason Yes / No 1 pt
  14. Late changes to the guest count are recorded on the order with the date and the name of the person who took the change Yes / No 1 pt
  15. Card details taken by phone are entered directly in the payment system and are not written on paper Yes / No 1 pt
  16. Catering sales for the last full week (dollars) Number

6. Follow-up 18 items

  1. The customer is called or emailed within 2 business days of the event to ask how it went Yes / No 1 pt
  2. Feedback from the follow-up is recorded on the order or in the catering system Yes / No 1 pt
  3. Complaints about a catering order are passed to the manager on the day they are received Yes / No 1 pt
  4. The cause of each catering complaint is recorded (late, missing item, quality, quantity) Yes / No 1 pt
  5. Catering complaints recorded in the last 4 weeks Number
  6. Loaned equipment (chafing frames, carriers, serving utensils) is collected on the agreed day Yes / No 1 pt
  7. Returned equipment is counted against the list of what was sent Yes / No 1 pt
  8. Returned carriers and utensils are washed and sanitized before they are stored Yes / No 1 pt
  9. Customers who order regularly are recorded with their usual order and preferences Yes / No 1 pt
  10. Repeat customers are contacted before the dates on which they ordered last year Yes / No 1 pt
  11. Catering menus or cards are left with the customer at delivery Yes / No 1 pt
  12. Catering sales are compared with the catering sales target each week Yes / No 1 pt
  13. Late or incomplete orders in the last 4 weeks were reviewed with the kitchen team Yes / No 1 pt
  14. Corrective actions from the previous catering review have been completed Yes / No 1 pt
  15. Date of the last catering order delivered Date
  16. Name of the catering lead or manager Short text
  17. Overall catering execution Rating
    • Orders complete, on time and followed up 5 pts
    • Orders delivered with minor errors or delays 3 pts
    • Orders late, incomplete or not documented 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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