Learn what to record on an approved supplier list under the FSANZ Food Standards Code, how to verify suppliers, and how to keep the list current for recall…
An approved supplier list (ASL) is a controlled record of every business you buy food and food-related materials from. For each one it captures the legal name, contact details, products supplied, licence or accreditation status, and the date you approved them. It underpins traceability under Standard 3.2.2, lets you verify sources, respond fast to a recall, and demonstrate due diligence. Keep it current by reviewing entries on a set schedule and re-approving suppliers whenever their details change. Key takeaways: An approved supplier list is the backbone of traceability: it records who you buy from, what they supply, and proof they are a credible source.. Capture legal and trading names, contact details, licence or accreditation status, the products supplied, and the approval and review dates for every entry.. Verify credentials before approval — food business licences, third-party certification, and allergen or specification documentation — not just a name on an invoice.. Review the list on a set schedule and re-approve suppliers whenever products, ownership, or certification change.. A current, well-structured list lets you isolate affected stock in minutes during a recall and evidence due diligence to your regulator.. Why an approved supplier list matters Under Standard 3.2.2 (Food Safety Practices and General Requirements), food businesses must be able to identify the supplier of food they receive — often summarised as "one step back" traceability. An approved supplier list turns that legal expectation into a working document. Instead of scrambling through invoices when something goes wrong, you have a single, controlled source of truth for who supplies what. The list also protects you commercially and legally. If a supplier is linked to a contamination or mislabelling incident, being able to show that you selected, checked, and monitored them is central to a due-diligence defence. It shows you took reasonable steps rather than buying on price alone. Approved supplier lists sit squarely in the recall and traceability space. When a supplier issues a withdrawal or a recall is triggered upstream, your list is the first place you look to answer three urgent questions: do we buy this, from whom, and where has it gone. Core details to capture for every supplier Start with the information that identifies the supplier beyond doubt. A trading name alone is rarely enough, because businesses trade under names that differ from their registered entity. Record enough to contact them quickly and to distinguish them from similarly named operators. At a minimum, most well-run lists include the following for each supplier: Legal (registered) name and any trading name. ABN and, where relevant, the food business licence or registration number. Primary contact person, phone, and email — plus an after-hours or recall contact. Physical address of the supplying site, not just a head-office address. Category of goods supplied (for example, chilled meat, produce, packaging, cleaning chemicals). Date approved, who approved them, and the date the entry is next due for review. Product-level information worth recording Knowing you buy from a supplier is useful; knowing exactly what you buy from them is what makes a recall manageable. Where practical, record the specific products or product categories under each supplier rather than a vague "groceries" label. The more granular the list, the faster you can match a recall notice to your own stock. For higher-risk items — ready-to-eat foods, allergen-containing ingredients, or products with a specification you rely on — capture the product specification, pack size, and any agreed food safety requirements. This is also where you note allergen declarations so your kitchen can maintain accurate Plain English Allergen Labelling under Standard 1.2.3 for anything you re-label or serve. If you handle temperature-sensitive goods, note the delivery conditions you expect. Cold food should arrive at or below 5°C and hot food at or above 60°C, and your list can flag which suppliers must meet those receiving checks so staff know what to verify at the dock. Verifying supplier credentials before approval Approval should mean something. Before adding a supplier, confirm they are a legitimate, appropriately licensed operator rather than simply a name on a quote. Licensing and registration requirements vary by state and territory and by the type of food handled — confirm the specifics with your local council or state regulator. The strength of verification should match the risk. A packaging supplier may need little more than confirmation of business details, while a supplier of ready-to-eat or allergen-sensitive food warrants more scrutiny. Useful evidence to request and file includes: A current food business licence or registration certificate, where the product or activity requires one. Third-party certification (for example, a recognised food safety or HACCP-based scheme) and its expiry date. Product specifications and allergen statements for the lines you buy. Confirmation they can meet your receiving requirements, such as delivery temperatures and packaging integrity. Keeping the list current An approved supplier list is only as good as its most out-of-date entry. Suppliers change ownership, lose or renew certification, discontinue lines, and update contacts — and none of that reaches you automatically. Build a review cadence so entries are checked at a set interval rather than whenever someone remembers. A practical approach is to set a review date on each entry and to re-verify anything that has changed. Diarise certification expiry dates so you request renewed documents before they lapse, and flag any supplier whose paperwork has expired as "under review" until it is confirmed. Treat a new product from an existing supplier as a small approval step in its own right, especially if it introduces a new allergen or a higher-risk category. Control who can edit the list. Nominate an owner responsible for changes, keep a simple record of what changed and when, and make sure staff use the current version. A shared, version-controlled register beats a printout taped to the storeroom wall that no one trusts. Linking your list to traceability and recall readiness The real payoff comes during an incident. When a supplier issues a withdrawal or a recall is announced, your approved supplier list should let you identify affected products, the batches involved, and where that stock now sits — on the shelf, in the freezer, or already served. Pair the list with receiving records and batch or lot codes so you can trace both one step back to the supplier and one step forward to what you made or sold. Run a mock recall occasionally to test whether the list actually works under pressure. Pick a product, and time how long it takes to identify the supplier, the affected stock, and the disposal or hold action. Gaps you find in a drill are far cheaper than gaps you find during a real event. Keep records for a sensible period so you can reconstruct the supply chain after the fact. Retention expectations can vary — confirm the requirements that apply to your business with your local council or regulator, and align your list with the rest of your food safety program. Checklist: Legal name, trading name, and ABN recorded. Food business licence or registration confirmed where required. Primary and after-hours or recall contact details captured. Physical supplying-site address, not just head office. Products or product categories supplied listed against the supplier. Current certification and specifications on file, with expiry dates. Delivery and receiving requirements (including temperatures) agreed. Approval date, approver, and next review date entered. List owner nominated and version control in place. Common mistakes: Recording only a trading name, so you cannot pin down the legal entity during a recall.. Approving on price or convenience without checking a licence or certification.. Listing suppliers but not the specific products, making recall matching slow and error-prone.. Letting certification and contact details go stale because no review date is set.. Keeping the list as an uncontrolled spreadsheet or printout that staff do not trust or update.. Ignoring allergen information, then mislabelling re-packed or re-served products under PEAL.. Never testing the list with a mock recall, so gaps only surface during a real incident..
How to approve and add a new supplier
Collect the legal name, trading name, ABN, physical site address, and a primary plus recall contact. Check that any required food business licence or registration is current for the products and activities involved.
For higher-risk foods, request third-party certification, product specifications, and allergen statements. For lower-risk items such as packaging, confirming business and contact details may be enough. File the evidence you rely on.
Set out what you expect on delivery — for example, chilled goods at or below 5°C, hot goods at or above 60°C, intact packaging, and clear labelling. Record these so receiving staff know exactly what to check.
Add the supplier to the list with the products supplied, the approval date, who approved them, and the certification expiry dates. Set a review date so the entry is revisited on a schedule rather than by memory.
Tell purchasing and receiving staff the supplier is approved and note any conditions. Monitor delivery performance and paperwork over time, and re-approve if products, ownership, or certification change.
Frequently asked questions
What is an approved supplier list?
An approved supplier list is a controlled record of the businesses your food operation buys food and food-related materials from. For each supplier it captures identifying details, contact information, the products supplied, evidence they are a credible source such as a licence or certification, and approval and review dates. It supports traceability under the Food Standards Code and helps you respond quickly if a supplier is linked to a recall.
Is an approved supplier list legally required in Australia?
The Food Standards Code requires food businesses to trace the supplier of food they receive — commonly described as one-step-back traceability under Standard 3.2.2. An approved supplier list is the practical way most businesses meet that expectation, though the exact records and licensing that apply vary by state and territory and by food type. Confirm the requirements for your business with your local council or state food regulator.
How often should I review my approved supplier list?
Set a review cadence rather than relying on memory. Give each entry a review date, and re-verify whenever something changes — new products, a change of ownership, or expiring certification. Diarise certification expiry dates so you request renewed documents before they lapse, and treat a new higher-risk line from an existing supplier as a small approval step in its own right.
What supplier details matter most for recall readiness?
Prioritise details that let you act fast: the legal name, a reliable recall contact, and the specific products or categories supplied. Pair these with receiving records and batch or lot codes so you can trace one step back to the supplier and one step forward to what you made or sold. Granular product information is what turns a recall notice into a targeted stock check rather than a guessing game.
How do I verify a new supplier before approving them?
Match the checks to the risk. Confirm the business identity and, where required, a current food business licence or registration. For higher-risk foods, request third-party certification, product specifications, and allergen statements, and agree receiving requirements such as delivery temperatures. File the evidence you rely on and record the approval date and reviewer so your decision is documented.
Where do allergens fit into the approved supplier list?
Capture allergen information at the product level for anything you buy, especially ingredients you re-pack, re-label, or serve. Accurate supplier allergen statements let you maintain correct Plain English Allergen Labelling under Standard 1.2.3 and avoid mislabelling. Flag suppliers of allergen-containing lines so staff apply extra care, and re-check declarations whenever a product or its formulation changes.
