The SQF Certification Process: How to Get SQF Certified
SQF certification requirements can feel overwhelming - this step-by-step guide on the SQF certification process shows you how to get SQF certified efficiently.
By breaking down the process into manageable steps, you can ensure you are well-prepared to achieve SQF certification.
What is SQF Certification?
SQF (Safe Quality Food) certification is a GFSI-benchmarked food safety scheme that verifies your facility meets global SQF certification requirements for food safety and quality.
For more detailed information, read our blog post: What Is Safe Quality Food (SQF) Certification in the Food Industry?
11 Steps of the SQF Certification Process
While the specifics of the SQF certification process may vary slightly depending on the specific sector and applicable SQF code, the overall steps remain quite similar across all sectors. Follow these 11 SQF certification process steps to meet all SQF certification requirements and avoid delays:
Step 1: Register on the SQFI Assessment Database
Begin by registering your site on the SQF Institute (SQFI) Assessment Database. This step officially starts your journey towards SQF certification.
Step 2: Designate an SQF Practitioner
Appoint a qualified SQF practitioner who will be responsible for overseeing the development, implementation, and maintenance of your SQF System.
Training (optional): Your SQF Practitioner needs a very good understanding of the Code so they can support the rest of the team while developing and implementing the required programs.
Now is a good time for external training to ensure they are fully equipped to manage the SQF certification process.
Step 3: Determine the Scope of Certification
Define the scope of your certification, specifying the products and processes to be included.
Exemptions: Identify any products or processes that you wish to exempt from the scope of certification and submit these for approval.
Step 4: Document Your SQF System
Develop and document your SQF System to ensure expectations are clear for everybody and the work is organized efficiently.
Applicable Elements: Include all relevant components of the SQF Code that apply to your operations.
Mandatory Clauses: Ensure that all mandatory requirements are documented and implemented.
Step 5: Implement Your SQF System
Put your documented SQF System into practice, ensuring that all procedures and processes are followed as outlined.
Training Management: Every member of the management team has a role to play in managing food safety; don't forget to support them as well.
Step 6: Select a Certification Body
Choose an accredited certification body like QIMA/WQS to conduct your SQF audit.
SQF Auditor Assignment: Based on the Scope of the Certification and your Product Category the CB assigns a Qualified Auditor for your audit.
Step 7: Pre-assessment Audit (optional)
Conduct a pre-assessment audit to identify any gaps or areas needing improvement before the official certification audit.
Step 8: The Initial Certification Audit
Schedule and undergo the initial certification audit, which is most commonly an on-site review but there is the option for some remote activities. Factors to consider include:
Audit Duration: The length of the audit will depend on factors such as the size and complexity of your site.
Corporate Audits: If your site is part of a larger corporation, some elements may be audited at the corporate level.
Seasonal Production: For sites with seasonal production, audits should be scheduled during peak operational periods.
Step 9: Audit Reporting and Close-out
After the audit, the auditor will report their findings and any non-conformances that need addressing.
Non-conformances: Address and correct any identified non-conformances.
Audit Score: The site will receive a score based on the audit results.
Reviewed Audit Report: A detailed report will be reviewed and finalized.
Corrective Actions: Implement necessary corrective actions to resolve non-conformances.
Step 10: Technical Review
After the initial audit the certification body will review the auditor’s report and provide a score.
Assessment of Corrective Actions: The CB will require documented evidence that these corrective actions have been implemented effectively.
Comprehensive Technical Review: This review confirms that your site meets all the necessary requirements of the SQF Code.
Verification of Compliance: The CB verifies that all mandatory clauses and relevant components of your SQF System are properly documented, implemented, and maintained.
Certification Decision: If all requirements are met, the certification process can proceed.
Final Review and Approval: A senior technical officer or committee within the CB will perform a final review to approve the audit report and technical review findings.
Step 11: Granting Certification
Once all non-conformances are addressed, the certification body will grant SQF certification.
Certificate Issue: A certificate will be issued, confirming your compliance with the SQF Code.
Failure to Comply: If the site fails to comply, additional steps will be needed to achieve certification.
Appeals and Complaints: There is a process for handling appeals and complaints regarding the certification decision.
These steps provide a clear pathway to achieving SQF certification, helping to ensure your food safety management system meets the stringent requirements of the SQF Food Safety Code.
Common Pitfalls & Tips
Over-documentation. Tip: Keep your SQF System clear—use concise flowcharts, not 200‐page manuals.
Untrained staff. Tip: Conduct quarterly refreshers, not just one initial training.
Missed deadlines. Tip: Use a shared calendar with reminder alerts for each audit milestone.
How Do I Prepare My Operations for the SQF Certification Process?
By thoroughly preparing your facility, training your staff, and maintaining comprehensive documentation, you can ensure a smooth and successful SQF audit, leading to certification and demonstrating your commitment to food safety.
Preparing for SQF Certification Requirements
Facility Preparation
Conduct a GMP walkthrough and fix non-conformities.
Ensuring your facility meets SQF standards is crucial for a successful audit. Start by conducting a thorough review of your facility to identify any areas that need improvement. This includes checking for compliance with Good Manufacturing Practices (GMPs), verifying that equipment is properly maintained and calibrated, and ensuring that all areas of the facility are clean and sanitary.
Staff Training
Schedule hands-on SQF code workshops every quarter.
Well-trained staff can significantly impact the success of the audit by demonstrating their knowledge and adherence to food safety protocols. All employees should understand their roles in maintaining food safety and be familiar with the SQF Code requirements. Regular training sessions should be conducted to keep staff updated on food safety practices, procedures, and any changes to the SQF Code.
Documentation and Records
Keep records in one folder with version timestamps.
Proper documentation and record-keeping are critical components of the SQF certification process. Ensure that all necessary documents are up-to-date, accurately maintained, and readily accessible for the audit.
Key Takeaways
You must register on SQFI's database first
Appoint and train an SQF practitioner early
Follow all 11 steps strictly - pre-assessment is optional but highly recommended
Maintain clear docs and staff training to pass your audit
Partnering with QIMA/WQS streamlines the SQF certification process
SQF Certification with QIMA/WQS
Ready to meet your SQF certification requirements?
With decades of experience in the food industry, QIMA/WQS offers unparalleled expertise in guiding businesses through the SQF certification process. Our support simplifies every step, from initial preparation to final certification, ensuring that your facility meets all relevant food safety standards. Partner with us to achieve certification with confidence and ease.
Contact us to learn more about SQF certification or book an audit today.
SQF Certification Requirements FAQs
What are the core SQF certification requirements?
You must register your site on the SQFI database, appoint and train a qualified SQF Practitioner, develop and implement a documented SQF System covering all mandatory clauses, maintain facility compliance with GMPs, and achieve an audit result with no critical non-conformances. Any major findings must be closed out before certification is granted.
How long does the SQF certification process take?
From initial registration through the final certification decision, most sites complete the SQF certification process in 8–12 weeks. Complex operations, large scopes or extensive corrective actions can extend the timeline to 16 weeks or more.
Can existing food safety programs count toward SQF?
Yes. HACCP plans, Good Hygiene Practices (GHPs) and ISO 22000 programs can be mapped directly to SQF Code elements, reducing duplicate documentation and speeding implementation of your SQF System.
What does a successful SQF audit look like?
A passing audit has zero critical non-conformances and only minimal major findings, with all mandatory controls effectively implemented, clear and accessible records, and staff demonstrating competence in their food safety roles.
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