What is in it
An Excel workbook with three sheets, built from our guide to what an R638 training register should record.
- The Training register sheet records name and staff number, role and area, course and provider, date completed, certificate number, refresher due, last floor check date, result, action and signature. The refresher date fills itself in as the completion date plus 12 months, and turns red when it is overdue.
- The Floor checks sheet logs the date, person, behaviour checked, result, action and retest date, with a drop-down of behaviours tied to R638, such as hand washing under regulation 11(1)(c) and jewellery under regulation 10(9).
- The How to use sheet gives ten short lines on what regulation 10(1)(c) and (d) ask for and how the sheets meet it.
Grey example rows show the format. Overwrite them and start.
Who it is for
The person in charge of any food premises with staff: restaurants, takeaways, bakeries, butcheries, care home kitchens and caterers. Regulation 10(1)(b) covers any other person working on the premises, so cleaners, casuals and agency staff belong on it too.
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Questions about the register
Does R638 say how often staff need refresher training? No. R638 sets no refresher period. The register uses 12 months because that is what we recommend to clients, and you can change it in one formula if your rule is different.
What is a floor check? It is the routine assessment that regulation 10(1)(c) requires: you watch someone work, ask a couple of questions and record whether the training shows in what they do. A certificate proves they sat a course. A floor check shows whether it stuck.
Will an inspector accept a spreadsheet? R638 does not prescribe a form. Regulation 10(1)(d) asks that training programmes and records are kept, routinely updated and made available to an inspector on request. Print it or keep it on a tablet, as long as it is current.
Need certificates to put on the register? Enrol your team on the Basic Food Safety Practices for Food Handlers course.
