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Temperature log sheet: what to record and how to keep it
Which columns a temperature log sheet needs, how often to record readings, the most common mistakes and how to move from paper to an automatic record.
Updated
A temperature log sheet is the most common way to keep track of cold rooms, refrigerators and display cases. It works if it is complete and kept with discipline. Here is what to record, how often and which mistakes to avoid.
What the log sheet should include
Each row is one reading. At a minimum, record:
- Date and time of the reading.
- Unit or cold room measured.
- Temperature read.
- Acceptable range for that unit.
- Name or signature of the person who measured.
- Corrective action, if the value was out of range.
Sample log sheet
The range depends on each product and unit: set it in your procedure. The values in this example are for reference only.
| Date | Time | Unit | Temperature | Range | Owner | Corrective action |
|---|---|---|---|---|---|---|
| 2026-10-26 | 08:00 | Cold room 1 | 3.1 °C | 0 to 5 °C | Morning shift | — |
| 2026-10-26 | 08:05 | Refrigerated display case | 6.4 °C | 0 to 5 °C | Morning shift | Door closed and re-measured at 08:35: 4.2 °C |
How often to record
Frequency is set by your self-control or HACCP plan, based on each product’s risk and what the health authority requires for your activity. What matters is that it stays consistent, covers every shift and that critical units are measured more often.
Common mistakes
- Writing values from memory or filling in the sheet at the end of the day.
- Leaving nights, holidays and weekends unrecorded.
- Recording an out-of-range value without the corrective action.
- Sheets that get lost, wet or are hard to read.
- Not reviewing the sheets until an inspection arrives.
What the regulations say
In Chile, the Food Sanitary Regulation (D.S. Nº 977/96, MINSAL) governs how food is stored, and a HACCP plan requires monitoring critical control points and recording corrective actions. Check with your advisor or the health authority which records apply to your activity.
From paper to an automatic record
With wireless sensors, the log fills itself: each unit reports its temperature every 10 minutes, Xpit Connect keeps the history and alerts you on WhatsApp when a value goes out of range. Your team only records corrective actions.
Compare manual and automated logging
FAQ
Your questions, answered
Can I keep the log sheet in Excel?
Yes, as long as each reading has a date, time, owner and corrective action. The risk is the same as on paper: it depends on someone measuring and writing it down on time.
What should I do if a reading is out of range?
Write down the value, take the action your procedure requires, such as checking the door or moving the product, and measure again. Record what you did, who did it and the result.
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