How to Prepare for a Health Inspection + Downloadable Restaurant Cleaning Checklist

Matt Velker

Matt Velker

January 27, 2025

Would every one of your restaurant locations ace a surprise health inspection?

If you’re not entirely sure, you’re not alone. Preparing for health inspections can feel overwhelming — but it doesn’t have to be.

Regular self-inspections uncover preventable issues and help your teams feel confident and prepared. This guide will help restaurant facilities managers (FMs) build frameworks that support location teams. You’ll learn how to:

• Establish standardized self-inspection processes that keep every location prepared
• Equip teams with tools and training to handle inspections confidently
• Create a master restaurant inspection checklist to ensure compliance across all locations
• Streamline maintenance and compliance efforts to reduce risk and improve operational consistency

How to Help Your Locations Prepare for Health Inspections

As an FM, set your team up for success by providing the tools, processes, and training they need. Here’s how to create a system that keeps inspections manageable — and ensures compliance.

1. Establish standardized self-inspection processes

Without a clear plan, every location does its own thing. That’s a recipe for disaster when health inspectors walk in.

A standardized inspection process keeps everyone on the same page and uncovers small issues before they become major violations. Build a master checklist that covers the basics: sanitation, food storage, pest control, and equipment upkeep. Add tasks for location-specific needs, like health codes, humidity, and building age.

Then break it down into daily, weekly, and monthly routines. Explain to location staff why each task matters using specific examples from past inspections so they understand why it’s important to be thorough.

2. Equip location teams for success

Your teams on the ground are your first line of defense when it comes to food safety. As a facilities manager, it’s your job to ensure they have everything they need so inspection prep is a well-oiled routine instead of a last-minute scramble.

Provide resources like:

• Cleaning checklists: Create a clear, step-by-step guide of cleaning tasks that matches the local health department’s requirements.
• Training guides: Share quick reference materials for key processes like food handling, sanitation schedules, and cleaning critical equipment like stoves, ovens, fryers, refrigerators, etc.
• Food safety protocols: Focus on essential topics like proper handwashing, cross-contamination prevention, and cleaning procedures. Cover this during onboarding and offer regular refreshes.

Communicate your expectations clearly and often with tactics like monthly team meetings, email reminders, and signs posted around the kitchen. Make sure location managers and staff know the health and safety non-negotiables, such as sanitizing food prep surfaces, labeling perishable items upon delivery, and checking fire extinguishers and first-aid kits.

3. Align preventative maintenance (PM) and inspection schedules

When health inspectors walk through your doors, the last thing you want is a malfunctioning fridge or a clogged drain triggering violations.

Always prioritize inspection-critical equipment like:

• Refrigerators and freezers
• HVAC systems
• Pest control measures
• Fire suppressant systems

This can be as simple as regularly checking seals, gaskets, temperatures, and cleanliness to prevent small problems from getting bigger.

Map out PM tasks based on these priorities, like deep-cleaning oven hoods and replacing HVAC filers. Coordinate with your vendors to schedule recurring PM visits.

OpenWrench helps you set reminders, document service requests, and communicate with vendors. You can also analyze maintenance trends across locations to adjust schedules before issues arise.

4. Keep accurate maintenance and compliance records

Accurate records show tasks are completed on schedule and to standard. They’re also critical for identifying recurring issues — like a refrigerator that keeps failing — so you can be proactive rather than reactive about maintenance.

Hold yourself accountable with these best practices:

• Centralize documentation: Use a digital platform like OpenWrench to store everything in one place. Include service history, maintenance schedules, warranties, and inspection reports.
• Log every task: Record each maintenance activity, including dates, responsible parties, and any follow-up needs. Include before and after photos for visual proof of completed work.
• Set up automated maintenance reminders: Create alerts for recurring tasks like quarterly HVAC cleanings or monthly grease trap inspections. Flag overdue items to ensure compliance tasks are completed on time.
• Make it easy for your team: Choose mobile-friendly software and train your staff to log maintenance issues and updates immediately. To avoid confusion, create a simple naming convention for files, like “Location#_Equipment_ServiceDate.”

With OpenWrench’s mobile-friendly platform, keeping accurate maintenance and compliance records has never been easier. From storing service histories and scheduling reminders to logging tasks with photos, OpenWrench gives your team everything they need to stay organized and inspection-ready.

5. Use data for continuous improvement

Once your restaurants adopt a self-inspection routine, the real magic happens: You can use the data from these inspections to identify patterns, fix recurring problems, and build a smarter operation. FMs who track and analyze data can fine-tune processes, prioritize investments, and keep every location running smoothly.

Here’s how to turn your inspection data into actionable steps:

• Track and analyze trends: Look for recurring violations or patterns, like frequent oven breakdowns or missed sanitation tasks. Compare inspection scores across locations to identify weak spots or areas that need extra attention.
• Update inspection checklists based on your findings: Address specific gaps by getting specific in your checklists. For example, instead of just “Clean equipment,” add, “Wipe down fryer exteriors daily; deep-clean interiors weekly with approved cleaning solutions.” Make sure teams have the right tools (e.g., degreasers, heat-resistant gloves) to complete tasks effectively.
• Use data insights to inform business decisions: If aging equipment is causing frequent violations, build a business case for upgrades. Show how replacing a problematic refrigerator can reduce repair costs and downtime.
• Allocate resources to training or preventive measures where they’ll make the biggest impact: For example, you could teach staff how to properly clean and maintain grease traps to prevent clogs and costly emergency repairs.

OpenWrench centralizes your inspection results, tracks maintenance data, and flags recurring issues. The platform also generates reports highlighting problem areas or high-performing assets to help you focus your maintenance efforts.

What to Do (and Not Do) During a Health Inspection

Follow these best practices for what to do — and not do — leading up to, during, and after a health inspection.

Do:

• Audit locations before inspections: Take note of systemic issues, like sanitation lapses or inconsistent recordkeeping.
• Build a protocol for unexpected health inspections: This will help location managers know exactly how to respond instead of panicking.
• Identify a point person: This specific manager or staff member will accompany the inspector and answer questions transparently.
• Document the inspector’s comments: You’ll need these details for follow-up actions and future preparation.
• Follow up on violations immediately: Prioritize critical issues like food safety hazards or equipment malfunctions. Create a timeline for corrections and assign responsibilities to specific team members or vendors.
• Record corrective actions: Log all steps taken to resolve violations, including receipts, service reports, and before and after photos.

Do Not:

• Overcrowd the inspector: Limit interactions to one or two designated team members to prevent confusion or conflicting information.
• Argue with inspectors or misrepresent information: Train managers to stay composed. Remind staff it’s better to admit they don’t know the answer and offer to find out rather than guess.
• Ignore minor violations: Even small issues can escalate if overlooked.
• Treat feedback as a one-time fix: Don’t view the inspector’s comments as a temporary checklist. Instead, integrate their insights into long-term process improvements.

The Essential Restaurant Inspection Checklist

We’ve created a master health inspection checklist for restaurants to use as a starting point for self-inspections.

Get expert tips on scheduling inspections and maintenance tasks in our restaurant PM guide (plus a free checklist template).

Freezer and refrigerator maintenance

• Monitor and record temperatures: Check and log temperatures daily to ensure they stay within safe ranges (below 40°F for refrigerators and 0°F or lower for freezers).
• Clean and defrost units regularly: Remove ice buildup and wipe down interiors to prevent contamination.
• Inspect seals and gaskets: Check for cracks or tears that could cause temperature fluctuations and replace as needed.

Food storage

• Follow FIFO (First In, First Out) practices: Rotate inventory to use older items first.
• Label and date food items: Clearly mark all stored food to track shelf life and avoid spoilage.
• Separate raw and cooked items: Store raw proteins below or away from ready-to-eat food to prevent cross-contamination.

Food handling (food preparation and cooking)

• Thaw, cook, and cool food properly: Use approved methods, such as thawing in refrigerators, cooking to correct internal temperatures, and cooling quickly to safe levels.
• Sanitize equipment between uses: Clean and sanitize cutting boards, knives, and prep stations to prevent contamination.

Cleaning and sanitation

• Follow cleaning schedules: Regularly clean kitchen surfaces, dining tables, and restrooms.
• Use approved cleaning agents: Only use products that are safe for food service environments and follow label instructions.
• Store cleaning supplies properly: Keep supplies in designated areas away from food prep and storage zones.

Employee hygiene

• Train and enforce handwashing protocols: Train staff to wash their hands properly after handling raw food, using the restroom, or touching shared surfaces.
• Train and enforce personal hygiene policies: Require clean uniforms, covered hair, and minimal jewelry to prevent contamination.
• Ensure proper use of gloves and hairnets: Provide adequate supplies and check compliance during shifts.

Food service

• Maintain serving station cleanliness: Wipe down stations frequently to remove spills and debris.
• Handle plated food appropriately: Avoid touching food directly and use utensils or gloves to serve.

Waste management

• Clean and sanitize waste bins: Regularly disinfect bins to prevent odors and pest infestations.
• Dispose of waste properly: Ensure trash is sealed in bags and removed from the premises daily.
• Schedule receptacle maintenance: Replace damaged bins and compactors as needed to maintain sanitation standards.

Pest control

• Check for signs of infestations: During daily inspections, look for droppings, nests, or damaged packaging.
• Seal entry points: Regularly inspect and close gaps in walls, doors, and windows to prevent pest access.
• Maintain pest control records: Document inspections, treatments, and follow-ups for compliance.
• Coordinate with vendors: Schedule regular pest control services to address active issues and prevent future problems.

Free Downloadable Restaurant Cleaning Checklist

Download our free restaurant inspection checklist template so you don’t have to start from scratch. You can print it out and post it in the kitchen or download it and save it on the cloud so any location’s team can access it.

Stay on Top of Your Restaurant Health Inspections with OpenWrench

TL;DR: Create consistent self-inspection processes, equip your teams with the right tools and training, and leverage data to drive improvements.

With OpenWrench, staying inspection-ready becomes a streamlined, manageable part of your operations. Here’s how it can help:

• Streamline self-inspections: Custom checklists and site surveys can help on-site staff track cleaning and sanitation tasks in real time.
• Automate maintenance schedules: Set reminders for recurring tasks like HVAC filter changes or grease trap cleanings so nothing gets overlooked.
• Centralize maintenance records: Store service histories, inspection reports, and maintenance schedules in one easily accessible platform for seamless compliance.
• Simplify vendor management: Connect with trusted service providers, track performance, and schedule necessary tasks to maintain inspection readiness.
• Empower location teams: Provide staff with mobile-friendly tools for logging issues, accessing training materials, and documenting compliance efforts.

Ready to take the next step in simplifying your health inspection preparation? Request a demo of OpenWrench today.