Define the decision criteria before adding surplus to a donation programme. Review product type, label, packaging, batch details, and recorded storage conditions. If eligibility is uncertain, consult the authorised food-safety lead before dispatch.
Agree a written acceptance plan with the recipient: which products and quantities are accepted, rejection conditions, delivery location and time, and who monitors conditions during transport and holding. Both parties should record when custody changes.
For each batch, record product name, lot or batch code, quantity, set-aside time, container or vehicle ID, required readings, and recipient. If a logger is used, add its ID and where the data file is kept.
Report donation volume separately from waste and unsold-product records, and classify why the product became surplus. This helps identify recurring overstock by product group while keeping donation decisions separate from safety assessment.
