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Coffee Shop Inspection Checklists

A free Excel resource from the OPERIX operational library.

Preview Original FileDownload Excel
01

Review before using

Use the coffee shop inspection checklists workbook as a starting point for your operating procedures. Open the original file to review its worksheets, inspection items and available recording fields before using it with your team.

OPERIX_Coffee_Shop_Inspection_Checklists.xlsx

How to use it

  1. Choose the procedures relevant to your business and equipment.
  2. Adapt the checklist to your internal standards and local requirements.
  3. Assign responsibility, record the date and keep completed records.
  4. Follow up on observations and review the checklist regularly.

The preview opens the original Google Drive file. Download the same unchanged Excel file directly from this website.

INSIDE THE ORIGINAL WORKBOOK

Preview the Checklist

8 checklist worksheets · 126 items in the original workbook

The first eight items from each checklist worksheet are shown below in the original file’s language. Download the unchanged workbook for all items, recording fields and instructions.

Opening Checklist19 items
  1. Opening lead and barista station responsibilities are assigned.
  2. Customer area, counter, bar, and pickup area are ready for service.
  3. Espresso machine is clean, warmed up, and operating according to manufacturer guidance.
  4. Coffee grinders are clean, assembled, and ready for service.
  5. Batch brewer, hot-water dispenser, and other beverage equipment are checked where applicable.
  6. Refrigeration units are operating and required readings are recorded.
  7. Scales, timers, thermometers, and measuring tools are available and usable.
  8. Water supply and approved filtration system are functioning as expected.
Espresso Machine & Grinder Calibration16 items
  1. Group heads, portafilters, baskets, and seals are clean and in usable condition.
  2. Machine pressure, temperature indicators, and warning lights are checked according to manufacturer/site procedure.
  3. Water filtration and maintenance status meet the site's approved schedule.
  4. Correct grinder is assigned to each coffee or decaf option.
  5. Burr area and hopper are clean; beans are fresh and correctly identified.
  6. Grind setting is adjusted according to the approved espresso recipe.
  7. Target dose and yield are documented for the coffee in use.
  8. Extraction time is measured and compared with the shop's approved recipe.
Milk Handling & Beverage Preparation17 items
  1. Dairy and alternative milks are stored under approved temperature controls.
  2. Opened containers are labeled and managed within the site's approved use period.
  3. Milk is checked for package integrity, date, and signs of spoilage before use.
  4. Milk is poured into clean pitchers in quantities appropriate to the order.
  5. Unused milk is handled according to the site's approved discard and reuse policy.
  6. Steam wand is purged and wiped with the designated clean cloth according to procedure.
  7. Steam wand and tip are checked for residue or blockage.
  8. Milk pitchers are clean and dedicated or managed to prevent cross-contact.
Coffee, Tea & Cold Beverage Quality16 items
  1. Coffee beans are labeled, protected from moisture, and stored as specified.
  2. Beans are rotated according to the shop's approved freshness policy.
  3. Batch-brew recipe, water ratio, and batch identification follow the approved standard.
  4. Brew time and discard/hold rules follow the shop's approved procedure.
  5. Tea type, dose, water, and steeping method follow the recipe.
  6. Cold-brew batches are labeled with preparation details and managed under approved controls.
  7. Ice is produced, stored, and handled hygienically using designated tools.
  8. Blenders, shakers, and cold-drink equipment are clean and in serviceable condition.
Food Safety & Temperature Control13 items
  1. Required refrigerator readings are recorded according to site procedure.
  2. Milk, cream, and other perishable ingredients remain within approved storage limits.
  3. Refrigerator seals, shelves, and storage containers are clean and maintained.
  4. Opened and prepared items carry required labels and dates.
  5. Expired items are removed from use according to policy.
  6. Ready-to-eat ingredients are protected from raw or contaminated items.
  7. Milk types, syrups, toppings, and other allergens are identified under the approved procedure.
  8. Staff wash hands at required times and use gloves only as specified by procedure.
Customer Service & Order Accuracy14 items
  1. Order details, size, milk type, syrup, temperature, and modifiers are captured correctly.
  2. Special requests and allergen-related needs are confirmed using the shop's procedure.
  3. Staff can explain drink sizes, ingredients, decaf options, and approved allergen information.
  4. Queue, order point, and pickup point are organized to reduce congestion.
  5. Drink labels or order tickets are clear and linked to the correct order.
  6. Drink, size, milk, sweetness, add-ons, and food items match the ticket.
  7. Order preparation supports the shop's internal service-time targets.
  8. Orders are placed in the correct pickup area and handed to the right customer.
Cleaning & Equipment Care16 items
  1. Group heads, baskets, and portafilters are cleaned according to manufacturer/site procedure.
  2. Backflush or scheduled cleaning is completed only as specified by the equipment guidance.
  3. Grinder exterior, hopper, and accessible areas are cleaned on the approved schedule.
  4. Steam wands are purged and wiped after use according to procedure.
  5. Batch brewers, tea equipment, and hot-water dispensers are cleaned as scheduled.
  6. Blender jars, lids, and blades are cleaned and sanitized after use as required.
  7. Pitchers and milk-contact tools are washed and stored hygienically.
  8. Counters, scales, handles, and beverage-preparation surfaces are clean.
Closing Checklist15 items
  1. Beans and dry ingredients are sealed and stored according to shop procedure.
  2. Milk and other perishable ingredients are stored or discarded under approved rules.
  3. Brewed coffee, tea, and cold-brew products are handled under approved hold/discard procedures.
  4. Opened and prepared items are labeled with required dates and identification.
  5. Espresso machine, grinders, brewers, and other equipment are shut down or left on according to manufacturer guidance.
  6. Portafilters, baskets, pitchers, steam wands, and food-contact surfaces are cleaned.
  7. Counters, sinks, beverage station, and customer pickup area are cleaned.
  8. Blenders, tea equipment, and cold beverage tools are cleaned as required.
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