5 Essential Steps to Register Your Food Business in New Zealand

Step 1: Determine Your Food Safety Requirements

Understanding and adhering to New Zealand's food safety regulations is a foundational element when considering how to start a food business. The Food Act 2014 mandates that all food businesses operate under a food safety plan, which will either be a Food Control Plan (FCP) or a National Programme (NP). The nature of your business and the risks associated with the food you handle will dictate which plan applies to you.

To ascertain the specific requirements for your venture, the Ministry for Primary Industries (MPI) provides an online tool called 'My Food Rules'. This tool guides you through a series of questions about your business activities, such as the types of food you intend to sell, your preparation methods, and your target customers. Based on your answers, 'My Food Rules' will help determine whether you need an FCP or fall under an NP.

Food Control Plans (FCPs)

Typically required for higher-risk food businesses. This includes establishments like restaurants, cafes, caterers, and retailers that prepare and serve ready-to-eat foods. An FCP is a written plan that outlines how a business will manage food safety on a day-to-day basis. Businesses can either develop their own custom FCP or use an MPI-provided template.

MPI-provided template:

• food service businesses and food retailers
• Food Safety Template for Cheesemakers
• Food Safety Template for Winemakers

There are also industry-developed template FCPs created by other organisations and approved by New Zealand Food Safety.

National Programmes (NPs)

Designed for medium to lower-risk food businesses. Examples include transporters or distributors of food, fruit and vegetable growers, or businesses that sell only pre-packaged foods that do not require refrigeration. There are three levels of National Programmes, scaled according to the level of food safety risk .

Three levels of National Programmes:

• National Programme 1 guidance– lower risk
• National Programme 2 guidance– medium risk 
• National Programme 3 guidance– higher risk

Correctly identifying whether your business operations necessitate an FCP or an NP is a critical first step. This determination not only ensures legal compliance under the Food Act 2014 but also sets the stage for the subsequent registration and verification processes. For instance, a business planning to wholesale pre-packaged honey might fall under a National Programme, whereas a new bakery selling fresh cream cakes directly to consumers will likely need a template Food Control Plan.

Raad more: How to Start a Food Business in New Zealand: A Step-by-Step Guide (eats365pos.com)

Step 2: Choose the Appropriate Registration Authority

Once you have determined whether your food business requires a Food Control Plan or falls under a National Programme, the next crucial decision is selecting the correct registration authority. In New Zealand, food businesses primarily register with either their local territorial authority (council) or directly with the Ministry for Primary Industries (MPI).

The choice of registration authority largely depends on the nature and scope of your food operations:

• Local Councils: Most food businesses that operate from a fixed single site, such as cafes, restaurants, takeaways, or food stalls at a permanent market, will register with their local city or district council. The council acts as the registration authority and is also typically responsible for verification, or will arrange for a verifier.

• Ministry for Primary Industries (MPI): Businesses that operate in multiple council districts (e.g., a mobile food operator trading in several regions, or a national chain with a centralised FCP), or businesses involved in specific activities like producing food for export with specific requirements, dual operator butchers, or those operating on Crown land, will generally register with MPI. If MPI is your registration authority, they will also manage your verification process.

If you are uncertain about which authority is appropriate for your specific circumstances when figuring out how to start a food business, the 'My Food Rules' tool can also provide guidance on this. Alternatively, contacting your local council's environmental health department or MPI directly can provide clarification. For example, a food truck intending to operate in Auckland, Hamilton, and Tauranga would likely register with MPI due to its multi-council operations. In contrast, a bakery with a single shopfront in Christchurch would register with the Christchurch City Council.

Selecting the correct registration authority is vital as it influences the specific application forms, fees, and contact points for your ongoing compliance. Registering with the incorrect authority can lead to delays and unnecessary administrative burdens.

Step 3: Prepare and Submit Your Registration Application

With your food safety requirements identified (Food Control Plan or National Programme) and the appropriate registration authority chosen (local council or MPI), the subsequent step involves the meticulous preparation and submission of your registration application. This is a critical phase in legally establishing your operations when learning how to start a food business.

The documentation required will typically include:

• A completed application form: This will be specific to your chosen registration authority (MPI or your local council).

• Details of your Food Control Plan or National Programme: If you're using an MPI template FCP, you'll need to have completed it. If you have a custom FCP, this will need to be submitted. For National Programmes, you will declare that you meet the NP requirements.

• Business details: Including the legal name of the business, trading name, physical address of operation, contact information, and Companies Office registration number if applicable.

• Scope of operations: A description of the food activities your business will undertake.

• Verifier details (if applicable): Some applications may require you to nominate a verifier, or this step may follow after your registration is processed .

• Applicable fees: Registration fees vary depending on the registration authority and the complexity of your business. Check the relevant authority's website for current fee schedules. 

Read more: Notification of changes to the MFP registration fee

Accuracy and completeness are paramount when compiling and submitting your application. Any errors or omissions can lead to significant delays in the registration process. It is advisable to double-check all information and ensure all required documents are attached before submission. Most councils and MPI offer online submission options, which can streamline the process. Upon successful registration, you will receive a certificate of registration, which must typically be displayed prominently at your place of business.

Step 4: Arrange for Verification of Your Food Business

Once your food business is registered, the next essential step is to arrange for verification. Verification is an independent assessment to confirm that your food business is effectively implementing its Food Control Plan or complying with the requirements of its National Programme, thereby ensuring food is safe and suitable. This is a non-negotiable component for any entrepreneur learning how to start a food business in New Zealand.

Selecting a verifier

You must choose a verifier (an individual or an agency) recognised by MPI under the Food Act 2014. MPI maintains a public register of recognised persons and agencies. Your registration authority (council or MPI) may in some cases allocate a verifier or provide you with a list to choose from.

Scheduling the visit

You will need to contact the chosen verifier to schedule an initial verification visit. For new businesses, this must typically occur within a specified timeframe after registration, often within 6 weeks of your registration being confirmed or before you start trading, depending on the registration authority's specific rules.

The verification audit

During the visit, the verifier will assess your premises, observe your food handling practices, review your records (such as temperature logs, cleaning schedules, staff training records as outlined in your FCP), and interview staff. They will check that you are following the procedures outlined in your FCP or meeting NP requirements.

The outcome of the verification will determine the frequency of future visits. If your business demonstrates good compliance, the period between verifications may be longer. Conversely, if issues (corrective actions) are identified, you will be required to address them, and a follow-up visit may be scheduled sooner. The cost of verification is borne by the food business.

Successfully passing verification is crucial; it confirms that your business is operating safely and meeting all regulatory requirements. It is not merely a compliance hurdle but an affirmation of your commitment to food safety. For example, a new restaurant must have its kitchen layout, food storage, preparation processes, and staff hygiene practices verified before or shortly after opening to the public.

Read more:How to Start a Food Business in New Zealand: A Step-by-Step Guide

Step 5: Maintain Ongoing Compliance and Training

Successfully registering and verifying your food business marks the beginning, not the end, of your food safety responsibilities. Maintaining ongoing compliance with the Food Act 2014 and fostering a culture of food safety through continuous training are vital for the long-term success, reputation, and legality of your establishment. This ongoing commitment is a hallmark of a well-managed approach when you start a food business.

Regular Staff Training

All staff handling food must be adequately trained in food safety practices relevant to their roles. This includes training on: personal hygiene standards, safe food handling (temperature control, preventing cross-contamination), cleaning and sanitising procedures, and understanding and implementing the Food Control Plan or National Programme requirements. Training should be refreshed periodically and whenever new staff are hired or procedures change. Keeping records of staff training is essential and will be checked during verification visits.

Keeping Records

Diligently maintaining all records required by your FCP or NP is crucial. This includes temperature logs for fridges and freezers, cooking temperatures, inwards goods checks, cleaning schedules, pest control records, and staff illness registers. These records provide evidence of your ongoing compliance.

Staying Updated with Regulations

Food safety regulations and best practices can evolve. It is your responsibility to stay informed about any changes that may affect your business. MPI's website and industry associations are good sources for updates.

Regularly Reviewing and Updating Your FCP 

If you have a template or custom FCP, it should be treated as a living document. Review it regularly (e.g., annually) and update it if you change your processes, menu, equipment, or suppliers.

Cooperating with Verifiers

Ensure you are prepared for subsequent verification visits and cooperate fully with your verifier. Address any corrective actions identified promptly and thoroughly.

Continuous education, diligent record-keeping, and a proactive approach to food safety not only ensure compliance but also build customer trust and protect your brand. For instance, a café that consistently trains its baristas on milk steaming temperatures and hygiene not only meets FCP requirements but also serves safer coffee and enhances its reputation.

Conclusion

Embarking on a food business journey in New Zealand requires careful navigation of food safety regulations. This comprehensive guide has provided valuable insights into the five crucial steps, from determining your specific requirements to maintaining ongoing compliance.

Ready to transform your culinary dreams into reality? Contact Eats365 today to explore how our innovative restaurant POS solutions can streamline your operations and ensure you're fully equipped for success in New Zealand's vibrant food scene.

FAQs

First step for how to start a food business?

Determine your food safety requirements: a Food Control Plan (FCP) for higher-risk or a National Programme (NP) for lower-risk. Use MPI's 'My Food Rules' tool to find out which plan your new food business needs under the Food Act 2014.

Who registers my new food business in New Zealand?

Register with your local council for fixed single-site businesses like cafes. If operating in multiple council districts or specific activities like export, register with MPI. 'My Food Rules' can also guide you on this aspect of how to start a food business.

What is food business verification after I start?

After registering your food business, an MPI-recognised verifier independently assesses if you're following your FCP or NP. This usually happens within 6 weeks of registration or before trading, confirming your commitment to food safety when you start a food business.

What documents help start a food business registration?

Key documents for starting a food business registration include a completed application form, details of your FCP or NP, business particulars, and a description of food activities. Applicable fees and possibly verifier details will also be required.

How to maintain compliance after starting a food business?

After starting your food business, ensure ongoing compliance through regular staff training, diligent record-keeping (e.g., temperature logs), staying updated on regulations, reviewing your FCP, and cooperating with verifiers. This is crucial for long-term success.