Templates and records · HACCP
Pest control plan for the food industry
Keep pests out, detect them if they get in and act without contaminating the food. The plan and its records are what prove this is done.
In one sentence
The pest control plan documents preventive measures, the map of monitoring points, inspection frequency, treatments applied with their products and the actions taken on any activity found, because Annex II to Regulation (EC) 852/2004 requires adequate procedures to control pests and to prevent domestic animals from accessing food areas.
- Type of information
- Mandatory record Prerequisite required by Annex II, Chapter IX, of Regulation (EC) 852/2004
- Who fills it in
- Pest control contractor and internal owner The internal owner reviews the reports and the actions
- When
- Inspections at a set frequency More frequent according to risk; immediate action on any activity
- How long it is kept
- An appropriate period Article 5(4) of Regulation (EC) 852/2004 sets no period: it requires documents and records to be kept for an appropriate length of time. Covering at least the shelf life of the product, with a margin, lets you respond to an inspection or a complaint.
What the standard requires
What HACCP demands and what it leaves to your judgement
The Regulation requires adequate pest control procedures to be in place. In practice that means prevention — seals, screens, tidiness, waste management — monitoring with control points placed according to a map, and action when there is activity, using treatments that do not contaminate the food.
If the service is provided by an external contractor, responsibility remains with the operator: the contract sets the scope, and the report from each visit forms part of the records. Biocidal products must be authorised and applied by qualified staff in accordance with national rules.
Private standards also ask for trend analysis of activity and periodic in-depth surveys.
Structure
Fields the template should include
- Map with numbered control points and their type
- Inspection frequency
- Date of each visit and technician
- Activity found at each point
- Treatments: product, registration number, dose and location
- Technician's recommendations and the company's actions
- Biocidal product data sheets
- Contract and qualifications of the external contractor
Example
Example: monthly visit to a fictitious flour warehouse
Company, people and figures are fictitious: the example only shows what a properly completed record looks like.
| Field | Content |
|---|---|
| Date | 5 October 2026 · external contractor technician |
| Points | 18 external bait stations · 12 internal capture traps · 3 insect lamps |
| Activity | External bait station 7 50% consumed · no internal activity |
| Insects | Lamp 2: 14 catches, 3 of them flour moths |
| Treatment | Bait replenished at point 7 |
| Recommendation | Check the seal on the loading bay 2 door |
| Internal action | Seal replaced on 8 October · maintenance |
At the audit
Mistakes auditors commonly flag
- An out-of-date map that does not match the actual points.
- External contractor reports filed without being read.
- Technician's recommendations that are never carried out.
- Toxic baits inside production areas.
- No product data sheets or contractor qualifications.
In Kimobox
How this record is kept in Kimobox
- 1The pest control contractor is managed as an approved supplier, with its contract and qualifications whose expiry is tracked.
- 2Each visit is recorded with its report and activity by point.
- 3Recommendations become actions with an owner and deadline; structural ones generate a work order in the CMMS.
- 4Biocide data sheets are kept in their current version.
Frequently asked questions
What people ask us before getting started
Is hiring an external contractor mandatory?
The Regulation requires the control, not who carries it out. But applying biocides usually requires a qualified company and staff under national rules, so it is usual to contract the service.
Can baits be placed inside the production area?
Toxic baits must not be used where they could contaminate food. Inside, capture traps and lamps are used, and baits are kept for the outside and areas with no exposed product.
What happens if activity is found inside?
Act immediately: locate the source, assess whether product may be affected, step up controls and record everything as an incident with its follow-up.
Keep your HACCP records without loose templates
We'll show you the module running with data similar to yours.
Keep exploring
Related pages
Documentation and record-keeping
The final principle requires a documentation and record-keeping system proportional to the nature and size…
HACCP product description and flow diagram
How to document the HACCP preliminary steps: team, product description, intended use, flow diagram and its…
HACCP hazard analysis table
How to fill in the HACCP hazard analysis: biological, chemical, physical and allergen hazards by step…
CCP determination with a decision tree
How to document which steps are critical control points: decision tree, justification of each answer and the…
Sources
Where each figure comes from
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
- Regulation (EC) No 852/2004 on the hygiene of foodstuffs (Article 5 and Annex II) EUR-Lex · 29 April 2004
- General Principles of Food Hygiene, CXC 1-1969 Codex Alimentarius (FAO/WHO) · 2020 revision