Record – Visitor / Contractor Briefing
The briefing record proves every visitor got the rules before they entered – hygiene, clothing, restricted areas, emergencies. Signed by the visitor, kept on file, no exceptions.
Fill this in as you go, not from memory at the end of the shift – records reconstructed later are where the errors creep in. Replace [bracketed] guidance with your site’s detail.
1. Document control
| Field | Details |
|---|---|
| Document title | Record – Visitor / Contractor Briefing |
| Document no. | [QA-FORM-020] |
| Version | [1.0] |
| Effective date | [YYYY-MM-DD] |
| Prepared by | [Name / Title / Date] |
| Approved by | [Name / Title / Date] |
| Review date | [YYYY-MM-DD] |
1. Visitor details
- Name: | Company: | Date: [YYYY-MM-DD]
- ID checked? [Y/N]
- Purpose of visit: | Host: [Name]
- Host department:
- Areas to be visited:
- Vehicle registration (if driver):
- Expected duration:
- Time in: | Time out:
2. Briefing content
| Topic | Briefed? (Y/N) |
|---|---|
| Handwashing and hygiene rules | |
| Protective clothing and hair covering issued and worn | |
| Jewellery and personal items policy | |
| Restricted areas and escort requirement | |
| Allergen controls relevant to the visit | |
| Photography / phone policy | |
| Emergency procedures and assembly point | |
| Site rules on food, drink and gum | |
| Illness declaration (no symptoms today) |
3. Confirmation
- Visitor signature (understood and will comply):
- Escort name:
- Debrief / issues noted on departure:
- Follow-up actions:
- Escort confirmed departure? [Y/N]
- Host signature:
Approval and control
| Role | Name | Signature | Date |
|---|---|---|---|
| Prepared by | [Name] | [Signature] | [Date] |
| Reviewed by (QA) | [Name] | [Signature] | [Date] |
| Approved by | [Name] | [Signature] | [Date] |
Keep completed forms for Retain [2 years]. at [defined location] – and make sure someone besides you knows where that is.
General use: This template contains no country-specific laws or regulator names and suits any food business — restaurant, catering, food manufacturing, retail, or food service. Adapt temperature limits, legal references, and record-retention periods to your local regulations. Provided by GIFSQ · v1.0 · September 2026