The IFS Standards stipulate that unannounced audits are either mandatory or voluntary, depending on the standard. For GFSI-recognised standards such as IFS Food, Broker, Logistics and PACsecure, unannounced audits must be conducted at least once every three audits. For the IFS HPC and Wholesale/Cash and Carry standards, as well as the IFS Progress Food program, unannounced audits remain a voluntary option.
Based on observations and internal analyses at IFS, we saw that what many companies initially viewed with scepticism has proven to be a real opportunity. The analyses reveal that the results of unannounced IFS Food Audits are, on average, superior to those of announced audits.
For this reason, we encourage companies to undergo unannounced audits more frequently than the mandatory minimum or to do so voluntarily, as it offers genuine additional benefits.
The added value of unannounced audits
Unannounced audits provide a practical way to verify that IFS Requirements are consistently applied in daily operations. In the following sections, we highlight the main areas in which unannounced audits generate added value for certified organisations and their business partners.
Unannounced audits increase credibility
Auditors performing regular announced audits told us that in some cases, sites were specifically 'prepared' for their visit. Consequently, they doubted whether the principles of the IFS Standard were followed in these organisations' day-to-day activities. Considering this, we can state that conducting unannounced audits demonstrates compliance and provides stakeholders with confidence that the manufacturing sites operate at a consistent safety level and comply with IFS Requirements daily.
A robust food safety culture pays off
Successful unannounced audits involve management and the entire workforce on the production floor. Companies that receive support and essential resources from management and train their personnel regularly do not need to worry about an auditor visiting the production facility without prior notice. Their employees are usually able to answer any questions an auditor may have.
We also observe that in these companies, employees on the production floor are more committed to producing safe products. They take responsibility and identify more strongly with the company and its products. As a result, fewer problems occur, which increases customer satisfaction and reduces complaints.
Finally, working in this way can motivate everyone involved. As we regularly observe in social media posts, employees can take great pride in their company when it passes the IFS Audit and remain motivated to maintain the excellent work. Ultimately, a robust food safety culture yields numerous benefits for the company.
Be well-prepared for food inspections
Implementing a sound food safety culture, where the organisation is "audit-ready" every day, means a company is well prepared for official inspections. This is an additional aspect which adds value to the unannounced audit.We noticed reluctance to adopt unannounced audits, mainly driven by concerns that audit results might suffer. Many companies asked questions, such as, "Am I still able to obtain my IFS Certificate at a higher level when the auditor comes without prior notice?"
Based on our experience at IFS, we can assure companies that these concerns are generally unfounded. Businesses that are consistently audit-ready and have implemented IFS Requirements in their daily operations are usually well prepared for unannounced audits. In practice, audit results typically remain at the same level or even improve.
Unannounced audits with IFS
Recognising the benefits of unannounced audits, let's examine how IFS supports businesses in this regard.
The IFS Star Status indicates a successful unannounced IFS Audit
Companies that successfully pass unannounced audits, achieve the IFS Star Status, which highlights their exceptional commitment to product quality and safety. It comes with a specific IFS Standard Logo that can be used in business-to-business communications. The logo also appears on both the audit report and the IFS Certificate. Additionally, a star is visible in the IFS Database, enabling business partners to easily recognise and verify the company's commitment.
IFS Audits can be conducted unannounced yearly. In this case, the organisation retains its IFS Star Status. This status ceases to exist once an announced audit is performed.
Read more about unannounced audits with IFS in our fact sheet.
IFS Food Safety Checks
We offer an additional option, that is especially interesting for small and medium-sized food suppliers and food wholesalers. These organisations may not always have the capacity to provide sufficient personnel during the required 16-week period in which unannounced food audits can take place. In such cases, retailers within the IFS Network may request an IFS Food Safety Check. This is an unannounced, one-day on-site assessment conducted by an IFS Management GmbH auditor, who checks the HACCP, hygiene and GMP requirements.For retailers, the combination of a regular audit and a Food Safety Check is equivalent to an unannounced audit. However, this combination does not qualify as a full unannounced audit under the GFSI requirements.
Our tips and tools to prepare for unannounced audits
Finally, we would like to give practical tips and tools to support organisations in preparing for and successfully passing an unannounced audit.1. Know your standard
Familiarise yourself with the requirements of your IFS Standard and its intentions. The philosophy of IFS is to support certified companies in continuously improving their food and product safety and quality management processes. Accordingly, we provide you with the IFS Standard documents in multiple languages, as well as guidelines on the standards and specific topics such as Food Fraud, Foreign Body Management and Food Defence.
Go to the Document Hub on our website, select your standard or program and access all related documents.
2. Train management and employees regularly
Many suppliers work with a single quality assurance manager who, among other responsibilities, oversees the HACCP program, food safety activities, and standard compliance. It makes sense to train additional staff and distribute the responsibility across multiple individuals to ensure continuity if the quality assurance manager is unavailable. This includes people on the work floor as well as managers of different production areas.
All relevant staff members should be familiar with how the system works, what is expected of them, and why certain procedures must be followed. It also helps when more people know where to find documentation and know the procedures and policies, so they can answer questions or provide the necessary papers to the auditor.
IFS Training Providers offer industry training using official training materials developed by IFS. You can find a list of approved training providers on every IFS Standard or Program page.
Simply go to the IFS Portfolio on our homepage, choose your standard or program, and use the Training Provider Search in the Train section in the Roadmap to Certification.
3. Be audit-ready every day and perform internal audits regularly
Operate in a manner that allows for an audit to be conducted daily. You can achieve this by conducting internal audits and performing regular inspections and process checks. The following tools can assist you: - IFS auditXpress Neo Software (AXP Neo) - supports the reporting of internal audits. It is available in several languages and can be downloaded from your login area in the IFS Database. Ensure you obtain login data from your certification body.
- IFS App - supports your internal audits and offers additional features. It is available in the Google Play Store and Apple App Store.
- IFS Trend Risk Monitor - helps you effectively monitor the market for possible supply chain risks related to your specific product scopes. It enables you to stay current on relevant issues in your supply chain and to be prepared for auditor questions on food or product fraud and risk management. This tool is available exclusively to certified businesses when entering the IFS Database.
4. Get professional guidance
Conducting internal audits is one way to prepare for unannounced audits. You could also work with recognised IFS Consultants who advise you on implementing food safety and quality management processes in line with your IFS Standard requirements and specific business needs. You can find a suitable consultant in the IFS Consultant Search on every IFS Standard or Program Page. Simply go to the IFS Portfolio onour homepage, choose your standard or program, and use the Consultant Search in the Implement Section in the Roadmap to Certification.
5. Contact us
IFS has regional offices and representatives in several countries worldwide. We regularly organise IFS Focus Days and are present at numerous industry fairs, congresses and events. Contact us directly at these occasions or via the online contact form. With these tips and tools, you can confidently navigate unannounced audits. Let's work together to strengthen food and product safety and establish a robust safety culture.
For more information about your standard or program, you are welcome to visit the following web pages: