Storage & Stock Management Guide

Good stock management is invisible when it works—the right products are always there, nothing expires unused, and the kitchen runs smoothly. Bad stock management announces itself loudly: last-minute shortages, bins full of wasted food, cash tied up in stock nobody uses.

This guide covers the practical fundamentals of storage and stock control for UK restaurants, cafés, pubs, and catering businesses. From organising your fridges and freezers properly, to setting par levels and reducing waste.

In This Guide

Storage

Stock Control

Efficiency

Food Storage Principles

Proper storage protects food safety, maintains quality, and prevents waste. These principles apply whether you're storing in a fridge, freezer, or dry store.

Temperature Control

Fridges: 1-5°C (never above 8°C)
Freezers: -18°C or below
Dry stores: Cool, dry, well-ventilated

Check temperatures at least daily. Record them. If temperatures drift, act immediately—don't wait to see what happens.

First In, First Out (FIFO)

The golden rule: use oldest stock first. New deliveries go to the back; you pull from the front. Simple concept, requires discipline to maintain—especially when busy.

Everything should be dated. If you can't tell when it arrived, you can't rotate properly.

Separation and Contamination

Keep raw and cooked foods separate. Store raw meat/fish on lower shelves (so drips can't contaminate ready-to-eat food above). Keep strong-smelling items wrapped to prevent flavour transfer.

Labelling and Dating

Everything should be labelled with:

  • What it is (not obvious once unwrapped)
  • Date received or prepared
  • Use-by date
  • Any allergen information if relevant

Unlabelled items get thrown away—nobody should guess what's in an unmarked container.

Our Food Safety Guide covers temperature control and food safety requirements in detail.

Fridge Organisation

A well-organised fridge makes FIFO easy, prevents cross-contamination, and lets you see at a glance what you have. A chaotic fridge does the opposite.

Zone Your Fridge

Assign areas for specific product types:

  • Top shelves: Ready-to-eat foods, cooked items, dairy
  • Middle shelves: Prepared items, opened containers
  • Lower shelves: Raw meat, fish, poultry (contained)
  • Bottom: Items defrosting (in containers)
  • Door: Condiments, items that tolerate temperature variation

Consistent Placement

Keep items in the same place every time. This makes finding things quick and helps spot when something's running low. When every chef knows where everything lives, service runs smoother.

Cover and Contain

Everything should be covered or in containers:

  • Prevents drying out
  • Stops odour transfer
  • Prevents cross-contamination
  • Makes stacking safer

Cling film, lids, or food-safe containers—no open plates or uncovered bowls.

Don't Overload

Fridges work by circulating cold air. Overfilling blocks airflow, creates warm spots, and makes the motor work harder. Leave gaps between items for air to circulate. If you're constantly cramming things in, you need more fridge capacity or better stock management.

Regular Cleaning

Clean fridges weekly at minimum:

  • Remove everything, wipe shelves
  • Check for spills and expired items
  • Clean door seals (where bacteria builds up)
  • Check drainage isn't blocked

A clean fridge is a safer fridge.

Temperature Monitoring

Check and record fridge temperatures daily (at minimum). Digital thermometers or built-in displays make this easy. If temperatures are wrong:

  • Check the door seal
  • Check it's not overloaded
  • Check the thermostat setting
  • Assess whether stock is still safe

Freezer Management

Freezers give you flexibility and reduce waste—but only if they're managed properly. A well-organised freezer is an asset; a chaotic one is where stock goes to die.

Zone by Product Type

Create dedicated areas:

  • Proteins: Meat, poultry, fish (ideally separate sections)
  • Vegetables: Frozen veg, chips, etc.
  • Prepared items: Sauces, prepped components
  • Desserts: Ice cream, pastries, dessert items
  • Bread/bakery: Bread, rolls, pastry

Label shelves or areas clearly so everyone knows where things belong.

Dating and Rotation

Frozen doesn't mean forever. Label everything with:

  • Date frozen (or date received)
  • Contents description
  • Use-by date if applicable

Rotate stock: new items to the back, oldest to the front. Ice crystals and freezer burn indicate items have been there too long.

Avoid Freezer Burn

Freezer burn (those grey, dried-out patches) comes from:

  • Inadequate wrapping/packaging
  • Items stored too long
  • Temperature fluctuations

Wrap items properly. Use airtight containers. Don't keep things indefinitely.

Defrosting Safely

Defrost in the fridge, not at room temperature. Plan ahead—large items take 24-48 hours to thaw safely. Never refreeze items that have fully thawed (unless cooked first).

Walk-In Freezer Tips

Clear floor space: Don't store directly on the floor; use pallets or shelving.
Clear paths: Maintain access to all areas.
Door management: Keep the door closed. Open only when necessary.
Regular defrosting: Ice build-up reduces efficiency and capacity.

Temperature Checks

Freezers should maintain -18°C or below. Check daily. If temperatures rise:

  • Check the door seal
  • Check for ice build-up blocking vents
  • Don't open unnecessarily while investigating
  • Assess stock safety if above -15°C for extended period

Dry Store Organisation

Dry stores hold your ambient products—tinned goods, dried ingredients, oils, and packaged items. Organisation here prevents waste and makes ordering easier.

Storage Conditions

Cool: Avoid heat sources, direct sunlight
Dry: Away from steam, moisture, condensation
Ventilated: Air circulation prevents mustiness
Off the floor: On shelving, not directly on the ground

Logical Organisation

Group similar items together:

  • Oils and vinegars
  • Tinned goods (by type)
  • Dried pasta, rice, grains
  • Baking supplies
  • Sauces and condiments
  • Cleaning products (separate from food!)

FIFO Applies Here Too

Ambient products have long shelf lives but they do expire. Rotate stock—new items to the back. Check dates regularly. Items at the back of a shelf can sit there for years if you're not careful.

Pest Prevention

Dry stores attract pests if not managed properly:

  • Keep area clean (no spilled flour, sugar, etc.)
  • Store opened packages in sealed containers
  • Inspect deliveries for damage/infestation
  • Regular deep cleaning
  • Professional pest control if needed

FIFO: First In, First Out

FIFO is the single most important stock management principle. It ensures you use oldest stock first, minimising waste from expiration.

The Basic Principle

When new stock arrives:

  1. Move existing stock forward/up
  2. Place new stock at the back/bottom
  3. Always take from the front/top

Simple concept, requires consistent discipline from everyone.

Making FIFO Work

Clear labelling: Date everything so you can see what's oldest.
Consistent placement: Older stock always in the same position.
Accessible shelving: Easy to reach and rotate.
Staff training: Everyone follows the same system.
Regular checks: Spot-check that rotation is actually happening.

When FIFO Fails

FIFO breaks down when:

  • People grab from wherever is convenient
  • New deliveries are put anywhere with space
  • Items aren't dated
  • Storage is so full rotation is impossible
  • Nobody checks or enforces the system

The Cost of Poor Rotation

Items expiring unused means money in the bin. But the hidden cost is bigger: if you're regularly throwing things away, you're buying more than you need, tying up cash in stock that doesn't sell, and indicating a deeper ordering problem. Our food cost guide explains how waste directly impacts your margins.

Setting Par Levels

Par levels are the minimum quantities you keep in stock—your reorder triggers. Get them right and you'll always have what you need without over-ordering.

What Is a Par Level?

The minimum quantity of an item you should have in stock. When stock falls to par level, it's time to reorder. Par levels consider:

  • How much you typically use
  • How often you get deliveries
  • Lead time from order to delivery
  • Safety buffer for unexpected demand

Calculating Par Levels

Basic formula:
Par Level = (Average daily use × Lead time in days) + Safety stock

Example: You use 5kg chicken per day, delivery takes 1 day, you want 2 days safety stock:
Par = (5 × 1) + (5 × 2) = 15kg

When you hit 15kg, reorder.

Different Levels for Different Items

High-value items: Tighter par levels, more frequent ordering.
Long shelf-life items: Higher par levels acceptable.
Critical items: Higher safety buffer (can't run out).
Perishables: Lower par levels to prevent spoilage.

Seasonal Adjustment

Par levels should change with demand:

  • Higher in peak season
  • Lower during quiet periods
  • Adjusted when menu changes

Review quarterly at minimum, more often if your business is highly seasonal.

Monitoring and Adjusting

Par levels aren't set-and-forget:

  • Running out frequently? Par too low.
  • Stock expiring regularly? Par too high.
  • Menu changed? Recalculate par levels.
  • Delivery frequency changed? Adjust accordingly.

Par Level Lists

Create a master list showing par levels for all stock items. Use it for ordering and stock checks. Keep it updated when things change. A laminated sheet in the store room works for many businesses—digital systems work too.

Our Seasonal Planning Guide covers adjusting stock levels for Devon and Cornwall's seasonal patterns.

Stock Counting

Regular stock counts catch problems early, verify what you actually have versus what you think you have, and provide data for better ordering decisions.

Why Count Stock?

Catch theft/loss: Discrepancies between expected and actual stock.
Prevent shortages: Spot items running lower than expected.
Control costs: Know what you're actually using.
Identify waste: Expired items show ordering/rotation problems.
Improve ordering: Data shows what you actually need.

How Often to Count

Daily: Expensive proteins (optional but valuable).
Weekly: High-value and fast-moving items.
Monthly: Full comprehensive count of everything.
Quarterly: Deep audit with variance analysis.

Find a rhythm that works—consistency matters more than frequency.

Counting Effectively

Count when quiet: Before opening or after closing.
Same person where possible: Consistency in counting.
Count everything: Including opened packages, prep fridges.
Record accurately: Don't round up or guess.
Note condition: Anything damaged or approaching expiry.

Recording and Analysis

Stock counts only help if you use the data:

  • Compare actual vs expected (based on purchases and sales)
  • Investigate significant variances
  • Track patterns over time
  • Adjust par levels based on real usage
  • Feed into ordering decisions

When Counts Don't Match

Variances happen. Before assuming theft, check:

  • Counting errors (recount to verify)
  • Unrecorded waste/spoilage
  • Items moved to different locations
  • Portion size drift
  • Unrecorded staff meals
  • Recording errors on deliveries

Delivery Day Procedures

How you handle deliveries sets the foundation for good stock management. Rush it or skip checks, and problems multiply downstream.

Checking Deliveries

Before signing:

  • Check quantities: Does delivery match order/invoice?
  • Check quality: Packaging intact, no damage?
  • Check temperatures: Chilled below 8°C, frozen below -18°C
  • Check dates: Adequate shelf life remaining?
  • Note problems: Record any issues on delivery note

Rejecting Items

Don't accept substandard deliveries:

  • Wrong temperature
  • Damaged packaging
  • Poor quality (visible problems)
  • Short dates (not enough shelf life)
  • Wrong items

Note rejections on the delivery paperwork. Contact your supplier immediately.

Putting Away Properly

Get deliveries into storage quickly—especially chilled and frozen:

  • Chilled items: into fridge within 15 minutes
  • Frozen items: into freezer immediately
  • Follow FIFO: new stock behind existing
  • Label with dates if not already clear

Recording Receipts

Keep delivery notes organised:

  • File delivery notes for reference
  • Cross-check against invoices when they arrive
  • Note any credits owed for short deliveries/rejections
  • Update stock records if you use them

Reducing Waste and Spoilage

Every item that expires unused is money thrown away. Good stock management is fundamentally about reducing waste.

Track What You Throw Away

Keep a waste log. Every time something goes in the bin, record:

  • What it was
  • How much (quantity/weight)
  • Why (expired, spoiled, over-produced, etc.)
  • Estimated value

Review weekly. Patterns emerge: are you always throwing away the same things?

Common Causes of Waste

Over-ordering: Buying more than you need/sell.
Poor rotation: Old stock forgotten behind new.
Temperature problems: Storage failures causing spoilage.
Over-production: Prepping more than you sell.
Large pack sizes: Opening more than you can use in time.

Prevention Strategies

Order accurately: Base orders on actual sales data.
Strict FIFO: No exceptions—oldest first.
Regular date checks: Review approaching dates daily.
Flexible specials: Use items before they expire.
Right pack sizes: Smaller packs may cost more per unit but waste less.

Using Items Before Expiry

When items approach use-by dates:

  • Feature in daily specials
  • Offer as staff meals
  • Freeze if appropriate (before, not after, expiry)
  • Cross-utilise into other dishes

Proactive use is better than reactive binning.

Our Menu Planning Guide covers reducing waste through cross-utilisation and menu design.

Working with Your Supplier

Your supplier relationship directly affects your stock management. The right supplier makes good stock control easier.

Delivery Scheduling

Work with suppliers on delivery timing that suits your operation:

  • Time slots that work for your team
  • Frequency that matches your needs
  • Flexibility for busy periods

Regular, predictable deliveries make planning easier.

Order Lead Times

Know your supplier's cut-off times and lead times. Build them into your ordering routine. If orders placed by 5pm arrive next day, make ordering before 5pm part of your daily rhythm.

Communication

Tell your supplier about:

  • Changes in your demand
  • Upcoming events or busy periods
  • Problems with products or deliveries
  • Items you need sourcing

Good suppliers appreciate information that helps them serve you better.

Feedback Loop

If products consistently arrive with short dates, tell your supplier. If pack sizes don't work for your volumes, ask about alternatives. A good supplier relationship is a conversation, not just transactions.

Frequently Asked Questions

How often should I do a stock take?

Weekly for high-value and fast-moving items. Monthly comprehensive counts for everything. Some businesses count expensive proteins daily. The key is consistency—regular counts catch problems early before they become expensive losses. Find a rhythm that works and stick to it.

What's the best way to organise a walk-in freezer?

Zone by product type (proteins, vegetables, prepared items, desserts). Label everything clearly with contents and date. Keep newest stock at the back, oldest at the front (FIFO). Maintain clear floor space and don't block the door. Regular defrosting and cleaning prevents ice build-up and maintains efficiency.

How do I set par levels for my kitchen?

Analyse your sales data to understand typical usage. Set minimum stock levels that cover normal demand plus a safety buffer. Consider delivery lead times and frequency. Review and adjust par levels seasonally or when your menu changes. Start conservative and adjust based on real experience.

How can I reduce food waste from spoilage?

Strict FIFO rotation (first in, first out). Regular stock checks for approaching dates. Proper storage temperatures. Order appropriate quantities—over-ordering is the main cause of spoilage. Use daily specials to move stock before it expires. Track and analyse what you throw away to identify patterns.

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.

Need Reliable Deliveries You Can Plan Around?

Xlent Foods provides consistent, temperature-controlled deliveries across Devon and Cornwall. Products arrive when expected, at the right temperature, properly dated. Good stock management starts with a supplier you can depend on.

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