Food Bank Donation Intake and Inspection Checklist

Proper food donation intake ensures food safety, maximizes usable donations, and protects both recipients and the organization from liability. This intake checklist ensures all donated food is evaluated, documented, and handled safely.

Industry: Nonprofit
Frequency: Daily
Estimated Time: 30-60 minutes per intake
Role: Food Bank Operations Manager / Warehouse Coordinator
Total Items: 27

Visual Inspection

Conduct visual inspection of donated food.

All packaged food in intact, undamaged packaging?
No evidence of pest damage, infestation, or rodent activity?
No visible mold, spoilage, or off-odors?
Canned goods free of bulging, rusting, severe dents, or punctures?
Frozen foods still frozen without signs of thaw-refreeze?

Date Code Review

Review product date codes.

All items checked for use-by, sell-by, and best-by dates?
Organization's date code policy applied consistently?
Short-dated items segregated for priority distribution?
Items past organization's acceptance date rejected and documented?

Temperature Monitoring

Monitor food temperatures.

Refrigerated food received at 41°F or below?
Frozen food received solid frozen?
Temperature at receipt logged for perishable donations?
Cold chain maintained from donor to refrigerated storage without interruption?
Receiving cooler and freezer temperatures verified before storage?

USDA Commodity Handling

Verify USDA commodity handling compliance.

USDA commodities inspected per USDA guidelines on receipt?
Shortage or overage vs packing slip documented?
Condition report filed for damaged USDA commodities?
USDA commodities stored separately and tracked per USDA inventory requirements?

Documentation and Record Keeping

Complete intake documentation.

Intake record completed with donor, date, items, and quantities?
All rejected items documented with reason for rejection?
Donor receipt issued to food donors for in-kind contribution acknowledgment?
Total pounds received by category recorded for program reporting?

Storage and Placement

Verify proper storage.

FIFO (First In, First Out) rotation applied when placing items in storage?
Items sorted by category for efficient distribution?
All food stored at least 6 inches off floor?
Major allergens (peanuts, tree nuts) stored separately and labeled?
Storage area inspected for pest activity upon placement?

Related Nonprofit Checklists

Related Food Bank Operations Checklists

Why Use This Food Bank Donation Intake and Inspection Checklist?

This food bank donation intake and inspection checklist helps nonprofit teams maintain compliance and operational excellence. Designed for food bank operations manager / warehouse coordinator professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: daily.

Frequently Asked Questions

What does the Food Bank Donation Intake and Inspection Checklist cover?

This checklist covers 27 inspection items across 6 sections: Visual Inspection, Date Code Review, Temperature Monitoring, USDA Commodity Handling, Documentation and Record Keeping, Storage and Placement. It is designed for nonprofit operations and compliance.

How often should this checklist be completed?

This checklist should be completed daily. Each completion takes approximately 30-60 minutes per intake.

Who should use this Food Bank Donation Intake and Inspection Checklist?

This checklist is designed for Food Bank Operations Manager / Warehouse Coordinator professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.