Food Recall Response Checklist for Indianapolis Food Service

Immediate Notification & Inventory Steps

Within 2 hours of learning about a recall affecting your facility, identify all affected products by checking lot codes, date codes, and supplier information against FSIS or FDA recall notices. Pull the product immediately from service and quarantine it in a designated area clearly marked "Do Not Use." Contact your supplier or distributor to confirm recall details, affected batch numbers, and recommended customer notifications. Simultaneously, notify the Marion County Health Department's Food Protection Division by phone (317-221-2000) if the recall could affect public health in Indianapolis. Document the time, date, and person who made each notification—this log becomes part of your compliance record.

Customer & Vendor Communication & Documentation

Create a written list of all customers (other restaurants, retailers, institutions) who received the recalled product, including delivery dates and quantities. Contact each customer directly by phone first, then follow up with written notice via email or letter. For consumer-facing operations, post clear signage and be prepared to answer customer calls—do not avoid communication. Retain copies of all communications sent, dates, times, and recipient confirmations. The Indiana ISDH expects traceback documentation showing the complete chain from manufacturer through your facility to end customers. This transparency is essential during Marion County Health Department inspections following the recall.

Disposal, Inspection Readiness & Record Retention

Arrange proper disposal of recalled product according to the FDA or FSIS guidance in the recall notice—some items require destruction on-site, while others may be returned. Take photos and videos of the quarantined product and final disposal to prove compliance. Indianapolis health inspectors will verify that recalled items were removed and that no products slipped through to customers. Create a written incident summary including what was recalled, when you discovered it, corrective actions taken, and preventive measures to avoid future incidents (e.g., improved supplier verification, staff training). Keep all documentation—recall notices, communications, disposal records, photos, and your incident summary—for at least 3 years in case of regulatory review or product liability questions.

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