Navigating the New FDA Food Traceability Rules: What Restaurants Need to Know (and Track)

Running a restaurant today isn’t just about crafting delicious dishes and providing exceptional service. It’s about staying ahead of regulations that directly impact your operations—especially when it comes to food safety. With the FDA’s new Food Traceability Rule under the Food Safety Modernization Act (FSMA) set to take full effect in January 2026, restaurants are now responsible for enhanced recordkeeping. The goal? To make it easier to trace certain high-risk foods through the supply chain, reducing foodborne illness outbreaks and ensuring consumer safety.

Sound complicated? It doesn’t have to be. We’re breaking down exactly what you need to track, how to stay compliant, and what steps to take now so you’re not scrambling later.

What Is the FDA Food Traceability Rule?

The FDA’s Food Traceability Rule requires businesses handling specific foods listed on the Food Traceability List (FTL) to maintain detailed records of where ingredients come from, how they move through the supply chain, and where they end up. Items on the FTL include fresh-cut fruits and vegetables, certain cheeses, shell eggs, seafood, and nut butters.

For restaurants, this means being able to quickly provide detailed ingredient sourcing and receiving information upon request—within 24 hours. The goal is clear: faster response times to potential food safety issues.

What Do Restaurants Need to Track?

Compliance starts with knowing what information to record. Here are the key data points you should be tracking:

1. List of All Ingredients Received

Every ingredient you bring into your kitchen that appears on the FTL needs to be documented. Maintain a running list with details like product name, brand, and description.

2. Supplier for Each Ingredient

Keep a record of who you purchase from. For traceability purposes, you’ll need to log:

• Supplier name

• Contact information

• Supplier’s facility location (if different from headquarters)

3. Lot Number (If Applicable)

Many ingredients will have a lot number provided by the supplier, especially bulk goods or packaged products. Recording this helps trace issues back to a specific batch.

Pro Tip: If your suppliers don’t provide lot numbers, it’s a good idea to request them moving forward. It could save time in the event of a recall.

4. Receiving Slip or Record of Ingredients

Do you track the ingredients you receive each day or month? You should. Best practices include:

• Keeping copies of all supplier invoices and receiving slips.

• Logging delivery dates, quantities, and conditions upon arrival.

• Using a standardized receiving checklist to ensure consistency.

5. Tracking Received Items Internally

Having a system for internal tracking can streamline the process. This could be as simple as a spreadsheet or as robust as an inventory management system. At minimum, include:

• Ingredient name

• Lot number (if provided)

• Supplier name

• Date received

• Date used (optional but helpful for traceability)

How Can Restaurants Make Tracking Easier?

While compliance may seem like just another layer of paperwork, setting up efficient processes can save you stress (and potential fines) down the road. 

Here are some practical solutions:

Implement Digital Tools:

Inventory management platforms like MarketMan, BlueCart, or even POS-integrated systems can help automate recordkeeping and reduce manual errors.

Create a Tracking Sheet Template:

Not ready to invest in software? A well-designed spreadsheet can go a long way. Include columns for ingredient names, suppliers, lot numbers, dates received, and notes on quality.

Train Your Staff:

Your receiving team should understand what information to collect and why it matters. A quick training session can ensure everyone is on the same page.

Establish Consistent Procedures:

Create a receiving checklist and require staff to complete it for every delivery. Consistency is key for compliance.

Why This Matters Beyond Compliance

Aside from avoiding fines and penalties, there are business benefits to getting traceability right. Efficient ingredient tracking can:

• Improve inventory accuracy and reduce waste.

• Speed up response time in the event of recalls.

• Strengthen supplier relationships by holding vendors accountable.

• Enhance guest trust through transparency.

Consumers today are more concerned than ever about where their food comes from. Meeting these traceability standards isn’t just about following rules—it’s about offering the level of safety and transparency diners expect.

Final Thoughts

The FDA’s Food Traceability Rule might feel like another operational hurdle, but with the right systems in place, it can become just another part of how you run your business—smarter and more efficiently. Start by reviewing your current receiving and inventory processes, make adjustments where needed, and train your team. Come January 2026, you’ll be ahead of the curve.

Need help setting up a tracking system or refining your processes? We’re here to support you every step of the way.