Food Recall Response Checklist for Louisville Food Service

Immediate Notification & Documentation Requirements

Upon learning of a recall affecting your inventory, immediately notify the Louisville Metro Department of Public Health and Wellness (LMPHW) and document the date, time, and method of notification. The FDA and FSIS issue recalls across multiple pathways—monitors sources like USDA recalls for meat/poultry and FDA enforcement pages for produce, dairy, and processed foods. Your response must include: (1) written acknowledgment of the recall from the supplier or official source, (2) a detailed inventory log showing affected product lot numbers/expiration dates and quantities received, and (3) timestamp records of when staff were instructed to quarantine affected items. LMPHW inspectors specifically check for contemporaneous written documentation during complaint investigations or routine inspections following a recall event.

Product Quarantine, Removal & Staff Training Compliance

Segregate all recalled products in a designated quarantine area (clearly labeled "DO NOT USE") separate from active food prep zones—this is a critical inspection checkpoint. Document the physical removal process: photograph the quarantine area, record staff member names and removal timestamps, and maintain a disposal log showing how products were destroyed (bleached, discarded, returned to vendor). Kentucky's food service regulations align with FDA Food Code standards, requiring you to remove recalled items from service within your documented timeframe. Brief all staff—kitchen, front-of-house, and management—on the recall details and quarantine location; LMPHW inspectors often conduct staff interviews to verify employees understand recall procedures. Maintain sign-in sheets or training logs proving staff attended the briefing.

Traceability, Customer Notification & Vendor Communication

Establish a trace-forward and trace-back protocol: identify which customers received affected products (delivery logs, POS records, catering contracts) and document your customer notification method (phone calls, emails, posted notices with timestamps). Louisville operations serving vulnerable populations (schools, hospitals, senior facilities) face heightened scrutiny; written proof of notification is mandatory. Simultaneously, communicate with your suppliers to confirm the recall scope, obtain their written recall statement, and request credit/replacement documentation. Work with your food distributor to verify whether any secondary products from the same supplier are affected. LMPHW uses traceability documentation during follow-up inspections to ensure you've identified all affected lots and contacted relevant customers—poor traceability records are among the most common violations cited in recall-related investigations.

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