Receiving a truffle batch in a kitchen: examine, record, decide

Before the batch enters mise en place

Have the truffles received by someone who knows the order. First compare stated species, net weight and format with the delivered pieces, then examine their condition and transport arrangements. Checking is easier while the batch remains identifiable. Once several deliveries share one container, explaining a discrepancy to a supplier becomes much harder.

Do not confuse a kitchen preference with a defect. Irregular pieces may suit chopping when your sliced finish needed another shape. If that requirement was not communicated, the disagreement also concerns the order. Criteria you intend to rely on with the supplier need to have been agreed before delivery.

What an examination can record

Article 3 of the French 2012 decree sets quality criteria for fresh truffles sold to final consumers. These do not by themselves define your professional contract: compare your observations with the characteristics agreed with the supplier.

In the record, separate your observations from the supplier’s declarations. A dark cut surface alone does not certify species or origin.

1. Firmness: compare the pieces and record differences in consistency; size alone does not establish maturity.
2. Aroma: smell pieces separately and record any foreign odour instead of relying on the container’s scent.
3. Condition: record visible damage, parasites or traces, and unusual surface moisture. Suspend use if food safety is in doubt.
4. Cut: if a small inspection cut is agreed, examine the fresh cut with the supplier to discuss maturity. It does not certify the species on its own.
5. Documents: match the scientific name, declared origin and weight to the delivered pieces. Aroma and photographs do not replace these details.

A short record that stays with the product

Copy the fields below into your receiving record and complete them for each delivery. This is a blank template, not a batch received by the House. An overall photograph and one of a disputed detail can accompany the observations.

Connect the record to the delivery note and invoice. If a detail is missing, write ‘not supplied’ and request it; do not infer origin from where you met the seller. Where the scientific name is missing, Article 5 specifies where naming information must accompany fresh truffles, including stages before sale to the final consumer.

1. Receipt: supplier, order reference, date, time and responsible person.
2. Identification: batch, common and scientific names, declared origin and supporting document.
3. Order and product: ordered weight, observed net weight, agreed format and observations about the pieces.
4. Use: storage instructions, planned service and kitchen trial result if performed.
5. Decision: acceptance, clarification requested or use suspended; supplier response and follow-up.

Accept, request clarification or suspend use

Separate three situations in your notes. The product matches the order and its use is confirmed. Commercial information or a format discrepancy needs clarification. Or its condition raises a hygiene concern: do not serve it and follow your establishment’s procedures with the designated manager. A sauce must not become a way to conceal a receiving problem.

Promptly send the supplier the reference, observations and relevant photographs, then record the response. The DGCCRF hygiene guidance explains food businesses’ responsibility for product safety and traceability. Assessing aroma informs your culinary choice; it does not replace that hygiene responsibility.

Before the next order, revisit the issue and include it in the enquiry. Agreed sizing, receiving instructions or written batch details prevent the same discussion after every package. Retain the kitchen trial result as well: a conforming delivery does not guarantee that the product suits the recipe you imagined.