Organising a commercial refrigerator: FIFO, shelf zones and labelling

FIFO and FEFO

First in, first out (FIFO) means stock received earliest is used first. In practice, new deliveries go behind or under existing stock, never in front of it. First expired, first out (FEFO) refines this: the item with the earliest use-by date is used first, even if it arrived later. Most kitchens use FIFO for their own prepared items and FEFO for bought-in packaged goods with printed dates.

Rotation only works if every item can be identified, which is why labelling matters as much as shelf position.

Shelf order from top to bottom

Label everything

• Every container gets a label with the item name, the date it was prepared or opened, and a use-by date according to your food-safety plan.
• Use removable labels or a standard tape-and-marker system so containers can be washed clean.
• Colour-coded day labels help staff spot the oldest items at a glance.
• Keep the original label or a copy of its key information when transferring bought-in food into storage containers, including allergens.

Leave room for cold air

A refrigerator cools food by moving cold air around it. Packed shelves, containers pushed against the back wall and stock in front of the evaporator fan block that airflow, leaving warm spots even when the display reads correctly. Leave gaps between containers and around the walls, keep the fan grille clear, and do not load above any marked load line. If you regularly have to cram stock in, the cabinet is undersized for your volume.

Know your cabinet's temperature map: in many units, the area near the door is warmest and the area near the evaporator outlet coldest. Put the most temperature-sensitive items in the steadiest zone and less sensitive items near the door.

Containers and packaging

• Store food in covered, food-grade containers. Gastronorm (GN) pans make shelves uniform and easy to rotate.
• Remove outer cardboard before storage; it carries dirt, pests and spores and blocks airflow.
• Use shallow containers for cooling and storing cooked food so it chills quickly.
• Never put hot food directly into a storage refrigerator; cool it first by an approved method so it does not warm the stock around it.

Zone by unit, not only by shelf

Where you have several units, give each a role. A reach-in might hold bulk dairy and vegetables, a separate unit raw meat and fish, and undercounters at each station the day's prepared ingredients. Separating raw and ready-to-eat by cabinet is even safer than by shelf, and reduces the number of times each door opens. Label each unit with what belongs in it.

A daily routine that keeps it organised

• 1. At opening, check temperatures and remove anything past its use-by date.
• 2. During deliveries, put new stock behind the old, labelled, and close the door between trips.
• 3. At close, tidy shelves, cover open containers and wipe spills.
• 4. Weekly, empty one shelf at a time, clean it and restock in order.
• 5. Record temperatures and discards in your log.

Safety notes

Do not stand on shelves or lower drawers to reach high stock. Keep heavy items at waist height. Isolate power before cleaning near fans or lights. Organisation never involves the refrigeration system itself; if shelves or stock have damaged an evaporator or pipe, especially on a unit charged with a flammable hydrocarbon refrigerant, call a trained technician.