Checklist template

Food and beverage inventory control for hotels

A ready-to-use checklist with 118 items in 6 sections, covering Receiving, Storeroom, Bar, Banquets, Variance, Requisitions. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 118 Items
  • 100 Yes / No checks
  • 6 Scored ratings
  • 130 Points

Use this template How audits work

1. Receiving 18 items

  1. Food and beverage deliveries are checked in by a receiving clerk or another named employee who does not place the orders Yes / No 1 pt
  2. Deliveries are accepted only during the receiving hours posted at the loading dock Yes / No 1 pt
  3. Each delivery is compared with the purchase order or the chef's order sheet before the invoice is signed Yes / No 1 pt
  4. Meat, seafood and produce bought by weight are weighed on the dock scale with the ice and packaging removed Yes / No 1 pt
  5. The dock scale carries a calibration sticker dated within the last 12 months Yes / No 1 pt
  6. Cases of spirits and wine are opened and counted by bottle before they are signed for Yes / No 1 pt
  7. The vintage and bottle size of wine received match the purchase order Yes / No 1 pt
  8. Shortages and rejected items are written on the invoice and initialed by the driver Yes / No 1 pt
  9. A credit memo is requested for each short or rejected delivery before the driver leaves Yes / No 1 pt
  10. Beef tenderloin, shellfish, spirits and other high-value items go from the dock straight to locked storage Yes / No 1 pt
  11. Delivery drivers are accompanied by an employee whenever they are in the receiving area or a storeroom Yes / No 1 pt
  12. The loading dock door is closed and locked between deliveries Yes / No 1 pt
  13. Deliveries made directly to a kitchen or bar are entered on the daily receiving report Yes / No 1 pt
  14. The daily receiving report is sent to accounting with the invoices attached Yes / No 1 pt
  15. Invoice prices of a sample of items are compared with the contract or quoted price at each delivery Yes / No 1 pt
  16. Empty kegs and returnable crates handed back to vendors are recorded on a return slip Yes / No 1 pt
  17. Deliveries received on the day of the visit Number
  18. Receiving practice seen during the visit or described by the receiver Rating
    • Counted, weighed and checked against the order 5 pts
    • Checked against the invoice only 3 pts
    • Signed without checking 1 pt

2. Storeroom 20 items

  1. The food storeroom is locked whenever the storeroom attendant is absent Yes / No 1 pt
  2. The liquor storeroom has its own lock, separate from the food storeroom Yes / No 1 pt
  3. Keys or key cards to the liquor storeroom are held only by the positions named in company policy Yes / No 1 pt
  4. The key log shows who drew the storeroom key, and at what time, for each entry outside storeroom hours Yes / No 1 pt
  5. The freezer holding meat and seafood is locked outside production hours Yes / No 1 pt
  6. A camera covers the door of the liquor storeroom Yes / No 1 pt
  7. Each shelf position has a label or bin card showing the item and its par level Yes / No 1 pt
  8. Cases are marked with the received date before they are shelved Yes / No 1 pt
  9. Stock on the shelves is arranged with the oldest received date in front Yes / No 1 pt
  10. Wine is stored by bin number, and the bin numbers match the wine list Yes / No 1 pt
  11. Only full, sealed bottles are held in the liquor storeroom Yes / No 1 pt
  12. Employee bags and coats are kept out of the storerooms Yes / No 1 pt
  13. Trash leaves the storerooms in clear bags Yes / No 1 pt
  14. A full count of the food and beverage storerooms was taken at the last month-end Yes / No 1 pt
  15. Date of the last full storeroom count Date
  16. Counts are taken by two people, one of whom does not work in the storeroom Yes / No 1 pt
  17. A blind count of 10 high-value items during the visit matched the perpetual inventory record Yes / No 1 pt
  18. Items among the 10 counted that differed from the perpetual inventory record Number
  19. Stock with no movement in the period set by company policy is listed and reported to the executive chef or the food and beverage director Yes / No 1 pt
  20. Security and order of the storerooms Rating
    • Locked, labeled and counts match 5 pts
    • Locked but disorganized or counts off 3 pts
    • Open access or large count differences 1 pt

3. Bar 22 items

  1. Each bar has a written par sheet listing the number of bottles by brand Yes / No 1 pt
  2. Bars are restocked bottle for bottle: an empty bottle is turned in for each full bottle issued Yes / No 1 pt
  3. Empty spirit bottles turned in are disposed of where bartenders cannot retrieve them Yes / No 1 pt
  4. Bottles issued to a bar carry the hotel's stamp or sticker identifying that bar Yes / No 1 pt
  5. Every bottle checked on the back bar during the visit carried the hotel's stamp or sticker Yes / No 1 pt
  6. Spirits are poured with a jigger or a measured pourer Yes / No 1 pt
  7. Recipes stating the pour size of each drink are available at each bar Yes / No 1 pt
  8. Every drink observed during the visit was entered in the point-of-sale system before it was served Yes / No 1 pt
  9. The bartender's cash drawer is closed between transactions Yes / No 1 pt
  10. The tip jar is kept away from the cash drawer Yes / No 1 pt
  11. Complimentary drinks are recorded with the reason and a manager's initials Yes / No 1 pt
  12. Spilled, broken and returned drinks are entered on a spill sheet during the shift Yes / No 1 pt
  13. Draft beer sold per keg is compared with the expected yield of the keg each period Yes / No 1 pt
  14. Bar coolers and back-bar cabinets are locked when the bar is closed Yes / No 1 pt
  15. Stock from the pool bar or other seasonal bars is counted and returned to the storeroom when the bar closes for the season Yes / No 1 pt
  16. Bar stock is counted on the schedule set by company policy Yes / No 1 pt
  17. A person who does not work behind the bar takes part in each bar count Yes / No 1 pt
  18. Open bottles are measured in tenths or by weight at each bar count Yes / No 1 pt
  19. Wine sold by the glass is poured to a marked line or with a measured pourer Yes / No 1 pt
  20. A printed or on-screen check is presented to the guest for every round served at the bar Yes / No 1 pt
  21. Beverage pour cost of the lobby bar for the last period (%) Number
  22. Pour control observed at the bars Rating
    • Measured pours and every drink rung in 5 pts
    • Some free pouring or late ringing 3 pts
    • Free pouring and drinks served without being rung in 1 pt

4. Banquets 19 items

  1. The banquet event order of each event states the bar arrangement (hosted per drink, hosted per hour, cash bar or by the bottle) Yes / No 1 pt
  2. Beverages issued to each banquet bar are recorded by bottle count on a banquet bar requisition Yes / No 1 pt
  3. The opening count of each banquet bar is signed by the bartender and the banquet captain Yes / No 1 pt
  4. Full, partial and empty bottles are counted at the close of each event Yes / No 1 pt
  5. Consumption (issued less returned) is compared with the beverage charge on the banquet check Yes / No 1 pt
  6. Unused banquet stock is returned to the liquor storeroom or a locked banquet cage the same night Yes / No 1 pt
  7. Portable bars are emptied or locked between events Yes / No 1 pt
  8. Empty wine bottles are kept until the count is agreed when wine is billed on consumption Yes / No 1 pt
  9. The client or the client's representative signs the consumption count for events billed on consumption Yes / No 1 pt
  10. At cash bars, drink tickets are sold by a cashier who is not the bartender Yes / No 1 pt
  11. Drink tickets are numbered, and tickets sold are reconciled with the cash collected Yes / No 1 pt
  12. Wine brought in by a client is counted on arrival and recorded for the corkage charge Yes / No 1 pt
  13. Bottled drinks and packaged snacks at coffee breaks billed on consumption are counted before and after the break Yes / No 1 pt
  14. Food prepared for each event follows the guaranteed number plus the overset percentage set by company policy Yes / No 1 pt
  15. The banquet captain records the number of covers served against the guaranteed number Yes / No 1 pt
  16. Reusable food returned from a banquet to the kitchen is recorded on a transfer sheet Yes / No 1 pt
  17. Beverage cost is calculated by event for events above the size set by company policy Yes / No 1 pt
  18. Banquet events reviewed during the visit Number
  19. Reconciliation of banquet beverages for the events reviewed Rating
    • Counted, reconciled and signed for every event 5 pts
    • Counted but not reconciled with the check 3 pts
    • No counts kept 1 pt

5. Variance 20 items

  1. Food cost for the last period (%) Number
  2. Budgeted food cost for the last period (%) Number
  3. Beverage cost for the last period (%) Number
  4. Budgeted beverage cost for the last period (%) Number
  5. Potential beverage cost is calculated each period from the sales mix in the point-of-sale system Yes / No 1 pt
  6. A written explanation exists for each outlet whose actual cost exceeds potential cost by more than the company tolerance Yes / No 1 pt
  7. Count differences are reviewed by item for the 10 highest-value food items and the 10 highest-value beverage items Yes / No 1 pt
  8. Month-end inventory is valued at the latest invoice cost Yes / No 1 pt
  9. Inventory extensions are checked by accounting rather than by the department that counted Yes / No 1 pt
  10. Transfers between outlets (kitchen to bar, bar to banquets) are recorded on transfer slips Yes / No 1 pt
  11. Employee cafeteria meals are credited to food cost at the rate set by company policy Yes / No 1 pt
  12. Food and beverages given away (manager's reception, VIP amenities, breakfast included in the rate) are credited to food and beverage cost Yes / No 1 pt
  13. Each kitchen keeps a spoilage sheet Yes / No 1 pt
  14. Spoilage and breakage entries are initialed by a chef or a manager Yes / No 1 pt
  15. Items voided after preparation are reviewed daily in the point-of-sale system by a manager Yes / No 1 pt
  16. Beverage cost is calculated for each bar separately, not only for the hotel as a whole Yes / No 1 pt
  17. Accounting carries out unannounced spot counts between month-end inventories Yes / No 1 pt
  18. Date of the last unannounced spot count Date
  19. Each outlet above its cost target has a written action plan Yes / No 1 pt
  20. Follow-up of cost variances Rating
    • Explained and acted on every period 5 pts
    • Calculated but not acted on 3 pts
    • Not calculated 1 pt

6. Requisitions 19 items

  1. Nothing leaves a storeroom without a written or electronic requisition Yes / No 1 pt
  2. Food requisitions are signed by the chef or a sous chef Yes / No 1 pt
  3. Beverage requisitions are signed by the bar manager or the food and beverage manager Yes / No 1 pt
  4. The list of employees authorized to sign requisitions is posted in the storeroom Yes / No 1 pt
  5. Requisitions are numbered, and missing numbers are investigated Yes / No 1 pt
  6. The employee who collects the goods signs for the quantities issued Yes / No 1 pt
  7. Stock is issued by the storeroom attendant; kitchen and bar employees do not serve themselves Yes / No 1 pt
  8. Requisitions are priced and charged to the receiving outlet each day Yes / No 1 pt
  9. Beverage requisitions state the brand and the bottle size Yes / No 1 pt
  10. Stock issued after storeroom hours is recorded in a log by the manager on duty Yes / No 1 pt
  11. Quantities requisitioned bring the outlet back to its par and no higher Yes / No 1 pt
  12. Outlet pars were reviewed in the last 6 months Yes / No 1 pt
  13. Issued goods are taken directly to the outlet in a closed or accompanied cart Yes / No 1 pt
  14. Goods returned to the storeroom are recorded on a credit requisition Yes / No 1 pt
  15. The perpetual inventory record is updated on the day of issue Yes / No 1 pt
  16. 5 requisitions from last week traced during the visit were all posted to the perpetual inventory record Yes / No 1 pt
  17. Name of the food and beverage director or controller Short text
  18. Overall control of food and beverage inventory Rating
    • Stock locked, counted and reconciled in every area 5 pts
    • Controls in place, with gaps in counts or paperwork 3 pts
    • Stock open to theft, or variances left unexplained 1 pt
  19. 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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