Cleaning schedule & sign-off
Set an approved cleaning routine, then record what was actually done.
2 pages · PDF · v1.0Open PDF
Practical records. Clear responsibilities.
Compliance & facilities support
Keep the records behind a well-run drinks area in order. Find cleaning sheets, service logs and audit-support templates for your coffee, water and hot-drinks equipment.
16 templates & guides · Printable PDFs · No email required
Start with your equipment
Which records could help my site?
Choose your setting and equipment. We will suggest a starting list, explain each record and help you identify what still needs attention.
Your suggested record list
This is a suggested starting list, not a complete legal checklist. Mark a record “Available” only after checking it is relevant, current and completed where needed. A blank download does not count as completed evidence.
Progress tracks your record review only. It is not a compliance score or approval to use equipment.
Keep this list for later
Saving is optional and stores this list only on this browser for up to 30 days. Avoid shared devices. Keep staff, clinical, incident and other confidential details in your own secure records—not here.
Ask us for equipment records
Review this request, remove anything you do not need and add the site, machine model and service date on the contact form. We will confirm what is available and what falls within our service scope.
Nothing is sent until you submit the contact form. This is a request for equipment information, not a request for certification or a completed site assessment.
Useful documents. Ready to use.
Your download library
Print individual two-page documents or take the complete 34-page pack. Edit the Word pack to add your own approved instructions, owners and review dates.
The complete records pack
All 16 templates and guides, with a contents page and source links.
16 documents available.
Fresh-milk fridge log
Record readings, your approved limits and action on an out-of-range result.
2 pages · PDF · v1.0Open PDF
Equipment & service register
Track assets, agreed maintenance, service evidence and outstanding work.
2 pages · PDF · v1.0Open PDF
Cooler sanitisation & filter record
Keep the actual sanitisation, filter and return-to-service evidence with the asset.
2 pages · PDF · v1.0Open PDF
Water safety review & action log
Connect drinks equipment to the site water risk assessment and record changes.
2 pages · PDF · v1.0Open PDF
Equipment risk review worksheet
Record hazards, who may be harmed, controls, owners and remaining actions.
2 pages · PDF · v1.0Open PDF
Cleaning chemical register & review
Record exact products, safety data sheets and task-specific controls.
2 pages · PDF · v1.0Open PDF
Ingredient & allergen verification
Check current labels and recipes before giving allergen information.
2 pages · PDF · v1.0Open PDF
User training & equipment handover
Record instruction, a practical demonstration and the limits of user work.
2 pages · PDF · v1.0Open PDF
Audit evidence & document register
Locate records quickly, control versions and flag missing evidence.
2 pages · PDF · v1.0Open PDF
Issue & corrective action record
Record the issue, immediate containment, cause and a verified resolution.
2 pages · PDF · v1.0Open PDF
Supplier & contractor evidence request
Request the records, qualifications and insurance relevant to the work.
2 pages · PDF · v1.0Open PDF
Facilities resource & waste tracker
Measure water, energy, ingredient waste and agreed improvement actions.
2 pages · PDF · v1.0Open PDF
Drinks-service food safety review
Map ingredients, preparation and cleaning into your existing food safety plan.
2 pages · PDF · v1.0Open PDF
Shutdown & restart planning checklist
Plan non-use, supplier checks and an authorised return to service.
2 pages · PDF · v1.0Open PDF
ISO & facilities evidence guide
Understand where equipment records can support an audit and what they cannot prove.
2 pages · PDF · v1.0Open PDF
No document matches those filters. Clear the filters to see the full library, or ask us which equipment record you need.
PDF links may open in your browser; use its save or share menu to keep a copy. Editable Word download requires JavaScript. No personal details are needed for these downloads.
Make the records work for you
Practical guidance for drinks areas
Start with these priorities, then use the complete official guidance and your own site procedures.
Everyday cleaning and user care
Use the instructions for the exact model and the site-approved cleaning routine. Give each task an owner and record missed tasks, faults and corrective action. Internal repairs, chemical sanitisation and disassembly belong only to people authorised and competent for that work.
Food Standards Agency: managing food safety (opens in a new tab) · HSE: COSHH risk assessment (opens in a new tab)
Open the related PDFMilk, ingredients and allergens
Keep the actual recipe, current supplier information and approved milk controls together. Check substitutions and shared equipment before giving allergen information. The food-safety worksheet helps link drinks service to your existing plan; it does not create a complete HACCP system.
Food Standards Agency: managing food safety (opens in a new tab) · Food Standards Agency: allergen guidance (opens in a new tab)
Open the related PDFWater equipment and the wider site
Link each cooler, boiler or tap to your site water assessment and controls. A filter change or sanitisation visit is not proof that the whole water system is safe. Ask a competent adviser about equipment changes, prolonged non-use or higher-risk users.
HSE: assess legionella risks (opens in a new tab)
Open the related PDFServicing, electrical checks and pressure systems
Set maintenance using the equipment, environment, usage and competent advice—not a generic annual date. HSE does not require every appliance to have an annual PAT test. Where pressure-system examination requirements apply, keep that evidence separate from routine servicing.
HSE: portable appliance testing facts (opens in a new tab) · HSE: pressure systems and examination (opens in a new tab)
Open the related PDFFacilities teams and multiple sites
Use a consistent asset ID, record owner and document location. Keep each site’s actual equipment and procedures in view rather than copying an approval between locations. Track measured resource use and close outstanding service actions.
ISO: facility management (opens in a new tab) · ISO: environmental management (opens in a new tab)
Open the related PDFBetter organised for an audit
How these records can support ISO work
These are suggested evidence connections, not mandatory ISO forms or a clause-by-clause compliance checklist. Your management system and audit scope determine what is needed.
Quality management
Approved instructions, supplier reviews, training, service history and corrective actions.
Official standard information (opens in a new tab)
Related record · PDFEnvironmental management
Measured water, energy and waste records, with a baseline and reviewed improvement actions.
Official standard information (opens in a new tab)
Related record · PDFHealth and safety
Task risk reviews, user training, chemical controls and contractor handovers.
Official standard information (opens in a new tab)
Related record · PDFFood safety management
Ingredient verification, approved cleaning and milk controls connected to your food safety plan.
Official standard information (opens in a new tab)
Related record · PDFFacility management
Asset ownership, maintenance planning, supplier responsibilities and action closure.
Official standard information (opens in a new tab)
Related record · PDFCheck the edition before your audit.
Read the ISO evidence guide · PDFSources checked on 12 September 2026. ISO lists ISO 14001:2026 as published and the next ISO 9001 edition as under publication. Confirm the edition, amendments and any transition arrangements with your certification body. ISO 9001 status (opens in a new tab) · ISO 14001 status (opens in a new tab)
No certification for Café Perfection, your site or the equipment is claimed here. About management systems (opens in a new tab)
Know who owns each task
Useful support. Clear boundaries.
Approved everyday use
Follow the model-specific user instructions, complete authorised cleaning, keep the agreed logs and report faults. Do not improvise repairs or bypass safety controls.
Find user cleaning guidanceSite procedures and approval
Arrange suitable assessments and competent advice, approve the controls, assign owners and review the evidence. Specialist settings need their own food, water, infection-control and safeguarding arrangements.
HSE risk assessment guidance (opens in a new tab)Work within competence
Carry out the agreed authorised work and provide the actual report. Confirm separately who is responsible for any statutory examination, water assessment or specialist certification.
Ask about equipment serviceOne place to start
Need the records for your equipment?
Tell us the site, machine model or asset ID, service date and document you need. We can check the available instructions, equipment service records and product information for equipment we supply or maintain, and confirm any work needed.
Actual reports and supplier documents are supplied where available and appropriate. These blank templates are not substitutes for them.
Official guidance, scope and source review
Sources checked on 12 September 2026. Templates focus on drinks equipment in UK workplaces; they are not a complete premises compliance manual. HSE guidance primarily concerns Great Britain. Use the relevant national regulator and local food authority, including Food Standards Scotland in Scotland. Obtain specialist advice for healthcare, care, education and other higher-risk settings.
- Food Standards Agency: managing food safety (opens in a new tab)
- Food Standards Agency: allergen guidance (opens in a new tab)
- GOV.UK: chilling and freezing food (opens in a new tab)
- Food Standards Scotland: business guidance (opens in a new tab)
- HSE: managing risks and risk assessment (opens in a new tab)
- HSE: COSHH risk assessment (opens in a new tab)
- HSE: portable appliance testing facts (opens in a new tab)
- HSE: assess legionella risks (opens in a new tab)
- HSE: pressure systems and examination (opens in a new tab)
- ISO: quality management / edition status (opens in a new tab)
- ISO: environmental management (opens in a new tab)
- ISO: occupational health and safety (opens in a new tab)
- ISO: food safety management (opens in a new tab)
- ISO: facility management (opens in a new tab)
- ISO: management systems and certification (opens in a new tab)
Keep completed records in your own controlled document system. The website does not certify a site, store completed evidence or replace professional assessment.
More information
Practical equipment-related documentation and record-keeping support for workplace coffee, water, boiler and tap systems. Café Perfection can help organise user cleaning guidance, service records, product information and supporting documents around the equipment in use. The site dutyholder remains responsible for its legal obligations, policies, risk assessments and compliance decisions.
