Frequently Asked Questions
Quick answers to common questions about running a food business. Each answer includes a link to the relevant section of our guides if you need more detail.
Choosing a Wholesale Food Supplier
What should I look for in a wholesale food supplier?
Key factors include: product range coverage, delivery reliability and frequency, pricing transparency, food safety certifications, temperature-controlled logistics, order flexibility, and quality of customer support. The right balance depends on your specific business needs.
Read more in our supplier guide →How do I compare wholesale food supplier prices?
Request quotes based on your actual order patterns, not just headline prices from a generic list. Compare like-for-like products (same brands, pack sizes, quality grades). Factor in delivery charges, minimum order requirements, and payment terms. Watch for introductory deals that increase significantly after the first few months.
Read more in our supplier guide →What questions should I ask a potential food supplier?
Ask about: minimum order values, delivery schedules, how they handle out-of-stock items, their food safety certifications, allergen information availability, and what happens if there's a problem with an order.
Full list of questions to ask →Should I choose a local supplier or a national one?
It depends on your priorities. National suppliers offer vast ranges and sophisticated systems, but you're one of thousands of accounts. Local and regional suppliers typically offer more personalised service, flexible pricing based on your actual needs, and faster problem resolution. For most independent food businesses, a local supplier who understands your market often delivers better value.
Compare supplier types →How long does it take to switch food suppliers?
Allow 2-4 weeks minimum. You'll need to set up an account, arrange credit terms, receive your first delivery, and work through any teething problems. For larger operations or those with complex requirements, a phased transition over 4-8 weeks is safer.
How to switch suppliers smoothly →Food Safety & Compliance
What food safety records do I need to keep?
At minimum: daily temperature logs for fridges and freezers, delivery check records, cleaning schedules, and staff training records. Keep records for at least three months—many businesses retain them for a year. The FSA's Safer Food, Better Business pack provides templates for everything.
Record keeping essentials →What are the 14 allergens I must declare?
Celery, cereals containing gluten (wheat, rye, barley, oats), crustaceans, eggs, fish, lupin, milk, molluscs, mustard, nuts, peanuts, sesame, soybeans, and sulphur dioxide/sulphites (above 10mg/kg). You must be able to tell customers which are in your food.
Allergen management guide →What temperature should food deliveries arrive at?
Chilled food should arrive below 8°C (ideally below 5°C). Frozen food should be solid and at -18°C or below. Check with a probe thermometer and reject anything that doesn't meet these standards.
Temperature control guide →How do I prepare for an EHO inspection?
The best preparation is maintaining standards every day. Keep records up to date, ensure staff training is current, maintain cleaning schedules, and keep your HACCP documentation accessible. Inspections are usually unannounced—you can't cram for them.
EHO inspection guidance →Do all my staff need food hygiene certificates?
The law requires staff to be trained appropriately for what they do—it doesn't specifically require certificates. However, Level 2 Food Hygiene training is widely expected, provides good evidence of training, and is relatively quick and inexpensive to obtain.
HACCP and training guidance →Managing Costs & Margins
What food cost percentage should I aim for?
It varies by business type: Quick service 20-28%, Casual dining 28-32%, Pubs and gastro-pubs 32-40%, Fine dining 30-38%, Contract catering 38-45%. These are guidelines—your specific operation may differ based on labour costs, rent, and other factors.
Target margins by business type →How do I calculate the cost of a dish?
List every ingredient with exact quantities used. Calculate cost per portion for each ingredient. Add them together. Add a waste factor (typically 5-10%). Divide by number of portions to get cost per serving. Don't forget to include oils, seasonings, and garnishes.
Step-by-step dish costing →What is prime cost and why does it matter?
Prime cost = food cost + labour cost. It's the most important number for hospitality profitability. Target 60-65% of revenue for prime cost. If your food cost is 32%, you need labour under 33% to hit a 65% prime cost target.
Understanding prime cost →When should I raise my menu prices?
When your food costs rise significantly, when your margins consistently miss targets, or when you haven't adjusted in over a year. Small, regular increases (2-5% annually) are better received than large jumps. Always review competitor pricing first.
Menu pricing strategies →How can I improve margins without cutting quality?
Focus on portion control, reduce waste through better stock management, cross-utilise ingredients across dishes, review pack sizes (smaller may waste less), negotiate with suppliers based on volume, and design menus with margin in mind.
Improving margins guide →Stock & Storage
How often should I do a stock take?
Weekly is ideal for high-value and fast-moving items (proteins, dairy). Monthly full counts are minimum for most kitchens. Some high-turnover businesses count key items daily. Consistency matters more than frequency—pick a schedule and stick to it.
Stock counting methods →What's the best way to organise a walk-in freezer?
Zone by category (proteins, vegetables, prepared items). Label everything with contents and date. Keep newest stock at the back. Leave space for air circulation. Do a monthly deep audit to catch anything buried at the back.
Freezer organisation guide →How do I set par levels for my kitchen?
Track usage for 4-6 weeks. Calculate average daily usage. Factor in delivery frequency (if delivery every 2 days, keep 3 days' stock). Add a buffer for busy periods (20-30%). Adjust seasonally.
Setting par levels →How can I reduce food waste from spoilage?
Use FIFO (First In, First Out) religiously. Set accurate par levels to avoid over-ordering. Order more frequently in smaller quantities if needed. Use cross-utilisation in menus. Keep a waste log to identify patterns and problem items.
Reducing waste guide →What should I do if a delivery arrives at the wrong temperature?
Reject it. Note the problem on the delivery paperwork. Contact your supplier immediately for replacement or credit. Don't accept chilled items above 8°C or frozen items that have thawed. The cost of refusing a delivery is far less than a food safety incident.
Delivery procedures →Seasonal Planning (Devon & Cornwall)
How far ahead should I plan for summer season?
Start 3-4 months ahead. By February/March, you should be recruiting seasonal staff, reviewing supplier capacity, and planning menu changes. Stock agreements and delivery schedules should be confirmed by April at the latest. Leave it later and you're reacting, not planning.
Seasonal planning timeline →How do I manage stock during quiet periods?
Reduce order frequency rather than just order quantities—switch to weekly or fortnightly deliveries. Focus on versatile core ingredients that support your winter menu. Use frozen products to extend shelf life and reduce waste. Work with suppliers who don't penalise lower volumes.
Off-season stock management →How do university terms affect business in Exeter and Plymouth?
Student populations significantly impact footfall. Term runs October-June with gaps at Christmas and Easter. Freshers' week and graduation are peaks. Summer can be quieter in city centres as students leave, though tourism fills some gaps. Adjust staffing and stock accordingly.
University calendar impact →What's the best way to scale up staffing for peak season?
Start recruiting in February/March for summer. Build a pool of reliable casuals you can call on. Cross-train staff so they can cover multiple roles. Consider students (available summer, less available term time). Be realistic—good seasonal staff get snapped up early.
Seasonal staffing guide →Working with Xlent Foods
Why don't you show prices on the website?
Because your price depends on what you buy, how much, and how often. A generic price list would be misleading—too high for some customers, too low for others. We build each customer's price file individually to ensure fairness and accuracy.
How our pricing works →Will my prices jump after the first month?
No. We don't use short-term intro offers. The prices we quote are sustainable rates we can honour long-term. If supplier costs change, we'll talk to you about it first—no silent price creep.
Pricing FAQ →What areas do you deliver to?
We deliver across Devon and East Cornwall from our Plymouth depot. Coverage includes Plymouth, Exeter, Torquay, Torbay, South Hams, Mid Devon, and East Cornwall to the Bodmin area. Next-day delivery on orders placed by cut-off time.
Full coverage details →How do I get a quote?
Send us your current supplier invoices or a list of products you use. We'll map them to our range and send you a line-by-line comparison within 2 business days. No obligation, no pressure—just transparent pricing so you can make an informed decision.
Get a personalised quote →Do you have minimum order values?
We're flexible based on your delivery location and frequency. For most customers, there's no rigid minimum that prevents you ordering what you need. We'd rather work with your business pattern than force you into ordering more than you can use.
Why choose Xlent →Still Have Questions?
Our guides cover the essentials, but every business is different. If you have specific questions about how Xlent Foods can support your operation, we're happy to chat.
Get in Touch →Or call us: 01752 790777