Record what arrived
Compare the delivery with the shopping list. Record shortages, incorrect products and receiving checks. Keep any questionable food separate while the responsible person decides what to do. A photograph of the product label or damaged package can support the record.
Check more than the name
A replacement must fit the recipe, portions, child-specific requirements, texture, nutrition intent and available preparation time. Read its actual label. A different brand of the same product can change the ingredient and allergen information.
Approve the change before cooking
Use the menu-change workflow to record the proposed dish and reason. Have the authorised reviewer approve it, then check the effective menu, recipe version, meal quantities and shopping impacts. Suggestions remain suggestions until this review is complete.
Tell the room and the family
ACECQA’s weekly-menu guidance says the displayed menu must accurately describe what is provided, and parents should be informed of substitutions. Use the centre’s approved communication channel. Share the changed dish and relevant recipe information without disclosing another child’s dietary details.
Try this scenario
The ordered tomato sauce is replaced by a creamy version. Keep it out of the recipe until reviewed. Check the new label, affected children and whether an already-approved alternative meal is available. Record the final menu and advise the rooms before service.
Read the source guidance
Sources checked for this edition on 9 September 2026. Check the linked authority for subsequent changes.