Essential Guide to the IFS Audit: Key Insights and Best Practices

The International Featured Standards (IFS) Food Standard is a globally recognized food safety certification scheme used by manufacturers and processors to demonstrate that their products and processes meet rigorous safety and quality expectations.

Although IFS standards originated in Europe, they have become increasingly important for U.S. businesses, as major retailers and foodservice operators increasingly require suppliers to follow Global Food Safety Initiative (GFSI)-benchmarked schemes.

Obtaining certification under the IFS Food Standard allows suppliers to assure customers of consistent safety practices, improve food quality, and expand into international markets.

Why the IFS Food Standard Matters

Demonstrating adherence to recognized safety standards, outlined in the audit checklist, is essential for securing contracts and maintaining customer trust. The IFS Food Standard focuses on ensuring products are produced, packaged, and handled in a way that prevents contamination and preserves quality. Certification offers several benefits:

• Market access and consumer confidence: Many retailers and brand owners require suppliers to have GFSI‑recognized certifications. IFS certification helps companies qualify for these supply chains and assures consumers that they follow rigorous standards.
• Streamlined audits: Because IFS Food is internationally recognized, it reduces the need for multiple audits from different customers. Certification bodies conduct a single comprehensive audit to evaluate compliance.
• Improved processes: The standard encourages companies to develop a culture of safety and quality. Implementing an IFS food safety management system helps identify weaknesses, reduce waste, and enhance operational efficiency.
• Risk management: Certification requires hazard analysis and control measures, helping businesses proactively prevent food safety incidents.

Key Components of the IFS Food Standard

The IFS Food Standard covers several critical aspects of production and processing, which form the foundation of a robust quality management system. Understanding these components is important for building a compliant system:

1. Food Safety Management System

At the core of the IFS Food Standard is a documented risk-based food safety management system. This system should align with applicable food safety regulations and ensure that policies and procedures are in place to identify, evaluate, and control food safety hazards. Companies must demonstrate commitment to food safety and quality through leadership engagement, employee training, and the allocation of sufficient resources. Integrating Good Manufacturing Practices (GMPs), Good Hygiene Practices, and robust cleaning and maintenance programs ensures that facilities, equipment, and people do not contribute to contamination.

2. Hazard Analysis and Critical Control Points (HACCP)

IFS requires businesses to conduct a thorough hazard analysis based on the Codex Alimentarius principles using a risk-based approach. This involves identifying potential food safety hazards, biological, chemical, and physical, in the food production process, and determining critical control points (CCPs). Critical control points are specific steps where control measures must be applied to eliminate or reduce hazards to acceptable levels. For each CCP, the company establishes critical limits (e.g., time, temperature, pH) and monitoring procedures to ensure these limits are met. Corrective actions must be defined if monitoring indicates deviation from critical limits.

3. Supplier and Raw Material Management

Strong supplier management is an essential element of the IFS Food Standard. Companies must evaluate suppliers to ensure that raw materials meet safety and quality specifications. Incoming materials should be inspected, and evidence of supplier compliance must be maintained. The system should cover raw material production, including evaluating the risk of contamination at different points in the food supply chain.

4. Product Development and Specifications

IFS emphasises the need for accurate product specifications that reflect customer requirements, especially in the food service industry, and regulatory standards. Specifications should cover ingredients, allergens, packaging, shelf life and storage conditions. Companies must validate manufacturing processes to ensure that the finished product consistently meets these specifications. Label and artwork control procedures ensure that product information is accurate and compliant with applicable regulations.

5. Traceability and Recall Procedures

Establishing traceability systems is mandatory under IFS. Businesses should be able to trace ingredients and products throughout the food chain and quickly recall products if a risk is identified. Regular recall simulations help test the effectiveness of the system and ensure readiness for real incidents. Maintaining documentation and records demonstrates compliance during an audit.

IFS Audit Process and Scoring System

Certification under the IFS Food Standard is achieved through audits performed by accredited certification bodies. Audits are conducted by qualified auditors with expertise in food safety and processing. The audit assesses the company’s food safety management system, processes, hygiene practices, documentation and adherence to legal requirements.

1. Audit Types and Frequency

Audits can be announced or unannounced. Unannounced audits demonstrate that a company maintains continuous compliance rather than preparing solely for scheduled inspections. A successful audit results in certification, which is valid for one year. The frequency of follow‑up audits depends on the severity and number of non‑conformities. Major or critical non‑conformities may require a complete re‑audit.

2. Scoring Categories

The IFS scoring system rates compliance with each requirement. Each requirement can be scored as A (full compliance), B (minor deviation that does not compromise product safety or quality but requires improvement), C (deviation with impact on safety or quality requiring corrective action), or D (severe deviation that compromises food safety or results in significant failure to meet requirements). Certain requirements are defined as KO (Knock Out). Failing a KO requirement results in an overall failed audit, regardless of the score for other items.

3. KO Criteria

The IFS Food Standard includes a set of ‘Knock Out’ (KO) requirements, critical areas where failure results in automatic audit failure, regardless of the overall score. These include senior management commitment, CCP monitoring, traceability, hygiene, and recall readiness. Each KO is a non-negotiable pillar of the food safety system.

4. Calculating the Overall Score

During the audit, each requirement is scored, and points are assigned based on the rating. Total points are calculated as a percentage of the maximum possible points (excluding non‑applicable requirements). The resulting percentage determines the grade: higher percentages correspond to higher performance levels. Companies achieving high scores may be eligible for the IFS Star status if they also undergo an unannounced audit.

Preparing for an IFS Audit

Implementing the IFS Food Standard requires careful preparation. A systematic approach helps ensure that all requirements are addressed and that employees understand their roles. Below is a step‑by‑step plan for preparing for an IFS audit.

1. Understand the Standard

Begin by obtaining the latest version of the IFS Food Standard and reviewing it thoroughly. Focus on understanding the structure, scope, and specific requirements. Identify where your company’s current practices align with the standard and where gaps exist.

2. Conduct a Gap Analysis

A gap analysis compares your current food safety management system to the IFS requirements. This analysis highlights areas where improvements are needed. Document each gap and create an action plan for closing it. Gap analyses may be carried out internally or with support from a consultant who has experience with IFS audits.

3. Update Policies and Procedures

Based on the gap analysis, develop or revise policies and procedures to meet the IFS requirements. This includes revisiting hazard analysis, critical control points, supplier management, cleaning procedures, and record‑keeping. Make sure that documentation reflects actual practices and that staff can demonstrate compliance.

4. Train Employees

Training is a critical part of building an effective food safety culture. Employees should receive training on hazard analysis, CCPs, hygiene practices, cleaning, and record‑keeping. Emphasise the importance of personal hygiene and the role of each team member in maintaining food safety. Regular refresher sessions help sustain competence.

5. Perform Internal Audits

Conduct internal audits to evaluate whether the food safety management system is effective and meets the IFS requirements. Internal audits help identify non‑conformities before the official audit. The team performing the internal audits should have a good understanding of the standard and be impartial from the area being audited.

6. Implement Corrective Actions

When non‑conformities are identified during the internal audit, develop corrective action plans. Assign responsibility to specific employees, set deadlines, and track progress until the issues are resolved. Effective corrective action management ensures continuous improvement and demonstrates commitment to quality.

7. Choose a Certification Body and Schedule an Audit

Select an accredited certification body with experience in your sector. Consult the IFS database to find recognized bodies that operate in your region. Discuss whether you will undergo an announced or unannounced audit. Schedule the audit at a time when operations are typical and represent normal production.

Summary of IFS Scoring Categories and Impact

Implementing the IFS Food Standard in a Restaurant Environment

While the IFS Food Standard is commonly associated with industrial food manufacturers, many of its principles apply to restaurants and foodservice operations. Applying IFS principles can elevate the safety and quality of a restaurant, reduce risk, and enhance customer satisfaction.

1. Food Safety Culture: Foster a culture where food safety is a core value. Leadership should communicate expectations, provide training and support, and encourage employees to speak up about potential hazards.
2. Documented Procedures: Write clear procedures for food preparation, cooking, storage, and service. These procedures should outline critical control points like cooking temperatures and cooling times. Employees should understand and follow these procedures consistently.
3. Supplier Verification: Restaurants should audit and approve their suppliers, ensuring they comply with relevant food safety standards. Ask suppliers for certificates of analysis and traceability information.
4. Personal Hygiene: Strict personal hygiene protocols, including handwashing, protective clothing, and illness reporting, help prevent contamination. Regular training reinforces good habits.
5. Environmental Monitoring: Regularly clean and sanitise equipment and surfaces. Implement pest control measures and maintain facilities to minimise risk.
6. Record-Keeping: Keep records of temperatures, cleaning schedules, supplier deliveries, and staff training. Organized documentation demonstrates compliance and helps respond to inquiries from inspectors or customers.

Even without pursuing formal certification, adopting IFS principles positions restaurants to meet supplier requirements, strengthen vendor relationships, and future-proof their food safety systems

How KNOW Can Help

Implementing an IFS food safety management system demands structured processes, detailed documentation, and constant vigilance. KNOW provides an integrated platform designed to simplify these tasks and help food businesses maintain compliance.

KNOW is a mobile-first operations platform designed for food businesses to streamline daily routines, ensure compliance, and stay audit-ready, whether or not they’re pursuing formal certification.

• Digital Checklists and Logs: KNOW allows you to digitise audits, cleaning schedules, temperature logs, and other critical records. Instead of paper‑based forms, your team completes checklists on mobile devices. This ensures consistent record keeping and provides real‑time visibility into operations.
• Corrective Action Management: When internal audits or daily checks reveal a deviation, KNOW helps assign corrective actions with deadlines and follow up until closure. This promotes accountability and ensures issues don’t fall through the cracks.
• Training Modules: The platform includes tools to create and distribute training materials on food safety, hazard analysis, critical control points, and good hygiene practices. Managers track completion and identify areas requiring additional coaching.
• Documentation Hub: All policies, procedures, and evidence of compliance can be stored in a centralised repository. This makes it easy to access documents during an IFS audit and maintain an up-to-date food safety program.
• Real‑Time Analytics: Managers can view dashboards summarising checklist completion, temperatures, incidents, and corrective actions across locations. These insights allow proactive management and demonstrate a commitment to continuous improvement.

By consolidating these functions, KNOW reduces administrative burden and helps businesses ensure consistent compliance with the IFS Food Standard. If you want to simplify your food safety system and be audit‑ready, consider exploring how KNOW can support your certification journey.

Frequently Asked Questions

1. What is the difference between IFS Food and other GFSI-recognized standards?

Each GFSI-recognized scheme, such as IFS, SQF, and BRCGS, covers the core elements of food safety management but differs in terminology, scope, and emphasis. IFS focuses on the relationship between suppliers and retailers, emphasising traceability and customer requirements. Companies choose a scheme based on customer demands and suitability for their processes.

2. How long does IFS Food certification last?

An IFS Food certificate is typically valid for one year. The certification body determines the precise audit interval based on the audit score and risk assessment. Companies must schedule and complete a follow-up audit before the certificate expires to maintain continuity.

3. Are unannounced audits mandatory in IFS Food?

Unannounced audits are not mandatory but are encouraged. Completing an unannounced audit can qualify a company for the IFS Star status, which indicates a higher level of confidence in its continuous compliance. This may appeal to customers seeking proactive suppliers.

4. Do restaurants need to achieve full IFS certification?

Full IFS certification is typically aimed at industrial manufacturers and processors. However, restaurants can adopt many of the same practices, such as hazard analysis, CCP monitoring, and documentation, to improve food safety and demonstrate commitment to quality. This can be especially valuable when partnering with high‑profile buyers or pursuing other certifications.

5. What happens if a company fails a KO requirement?

Failing any KO requirement results in immediate failure of the certification audit process, regardless of performance in other areas. The company must address the non‑conformity and undergo another full audit to achieve certification. Therefore, businesses should pay particular attention to these critical topics, such as management commitment and monitoring CCPs.

6. How can a business prepare staff for an IFS audit?

Staff preparation begins with training. Employees should understand the food safety management system, their role in implementing procedures, and the importance of documentation. Conduct mock audits or role-play sessions so employees know what to expect during questions from auditors. Emphasise that honesty and clarity are valued over attempting to hide issues.

7. Do IFS audits cover customer specifications for private labels?

Yes. IFS Food Standard requires companies to meet customer specifications, including those for private labels. During audits, compliance with product specifications, labelling, and contractual obligations is reviewed. Evidence of communication and agreements with customers should be readily available.

8. What are the costs associated with IFS certification?

Certification costs depend on the size of the facility, the scope of the audit and the chosen certification body. Expenses include the audit fee, preparation and any investments needed to close gaps. While the initial costs can be significant, many companies find that the benefits, improved market access and reduced audit duplication, justify the investment.

9. How does IFS incorporate continual improvement?

Continual improvement is embedded in the standard through corrective action management, internal audits, and management review processes that contribute to overall process excellence. Companies are expected to analyse performance, identify areas for enhancement, and implement strategies to strengthen their food safety management system. Documenting improvements demonstrates commitment to quality and helps maintain certification.

10. Is the IFS Food Standard recognized internationally?

Yes. IFS is recognized globally and is part of the GFSI benchmarked schemes. This international recognition makes it valuable for businesses operating across borders or supplying multinational customers. Certification bodies operate in many countries, ensuring consistent auditing standards worldwide.