HACCP News
A letter of guarantee is one of those vendor documents everyone agrees matters and almost nobody manages well. It arrives by email, gets saved into a folder somewhere, and then sits there – until an auditor asks for the current one and the copy on file expired eight months ago.
Why Letters of Guarantee Go Stale
Most letters of guarantee live outside the systems that actually track your food safety program. They sit in an inbox, a shared drive, or a paper binder, disconnected from the vendor they belong to and from any reminder that they’re coming up on expiration. Nobody owns renewing them until the day someone needs a current copy and can’t produce one.
How HACCP Builder Keeps Letters of Guarantee Current
HACCP Builder attaches the letter of guarantee directly to the vendor’s own page – the file lives with the vendor record it belongs to, not in a separate folder you have to remember to check.
Expiration Dates You Set When You Upload
When you attach a letter of guarantee to a vendor, you enter its expiration date at the same time. That date travels with the file, so the vendor page always shows whether the letter on hand is current or past due – no separate spreadsheet to keep in sync.
Who Entered It, and a Reminder Before It Lapses
Every letter of guarantee on the vendor page also records who entered it and when, plus a reminder date you set so a renewal request goes out before the letter expires – not after an auditor is the one who notices.
Contact HACCP Builder to see how vendor document tracking fits into your own program.
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