IFS Broker Version 3.2 Document Templates Toolkit
ASC Food Safety Consultants provides an editable IFS Broker Version 3.2 document templates toolkit for brokers, agents, traders and importers of food, household and personal care products and packaging. The toolkit holds 194 controlled documents filed by the six chapters of the Standard: policies, procedures, forms, records, a HACCP based hazard analysis of broker services, food fraud and product defence assessments, a clause mapping of all 101 requirements and a gap analysis that scores like an IFS audit.
Once-off investment for the IFS Broker Version 3.2 toolkit
One payment, instant download of the editable Word and Excel files, and lifetime access to the files you download.
IFS Broker Version 3.2 Document Templates Toolkit (TK18)
The templates are adapted to your own products, suppliers, service providers, destination markets and broker services. The worked example (a fresh fruit exporter that also sells customer branded dried fruit and nut mixes) shows how every record is completed.
Built for IFS Broker Version 3.2 trading, brokerage and import businesses
IFS Broker is the IFS standard for companies that buy, sell, broker or import products without making them. This toolkit is written for that reality: the controls sit in contracts, specifications, supplier approval, verification, traceability and incident management, not on a production line.
Businesses it suits
- Brokers and middlemen negotiating sales and purchases for a fee
- Sales agents and distributors appointed by manufacturers
- Traders and dealers buying and selling food or packaging
- Importers bringing products into South Africa or another market
- Exporters of fresh produce sourcing from approved packhouses
- Private label suppliers using contract packers
What a broker actually controls
- Contract review and customer requirements
- Specifications and KO n° 3 compliance per consignment
- Supplier and service provider approval and GFSI certification checks
- Food fraud vulnerability and product defence at suppliers
- Traceability from supplier lot to customer delivery
- Withdrawal, recall, complaints and corrective action
How the toolkit fits the scope rules
IFS Broker covers trading of food, household and personal care products and packaging materials by businesses that typically do not take physical possession of the goods. Processing is outside it, and own storage or transport is either certified together with IFS Logistics or excluded with a statement on the certificate. The toolkit carries a certification scope statement, a logistics and processing scope decision record and a multi-location applicability statement so those decisions are documented before the certification body asks. Customer branded products cannot be excluded from the scope, so the product development and specification documents are written in full.
194 controlled documents filed by the six chapters of IFS Broker Version 3.2
Every document carries the same controlled header, a unique IFSB number, and cross references to the other documents by number and title. The master index lists them all with the requirement each one serves.
| Folder | Requirement area | Word | Excel | Total |
|---|---|---|---|---|
| C0 | Scheme, scope and certification (Part 1 and Part 5) | 15 | 2 | 17 |
| C1 | Senior management responsibility | 30 | 1 | 31 |
| C2 | Quality and product safety management system, risk management | 21 | 1 | 22 |
| C3 | Resource management and training packs | 16 | 1 | 17 |
| C4 | Planning and services process | 54 | 6 | 60 |
| C5 | Measurements, analyses, improvements | 37 | 3 | 40 |
| C6 | Product defence assessment | 5 | 1 | 6 |
| Root | Master toolkit index | 1 | 0 | 1 |
| Total | Complete IFS Broker Version 3.2 toolkit | 179 | 15 | 194 |
Toolkit identity
- Toolkit name: IFS Broker Version 3.2 Document Templates Toolkit (TK18)
- Standard: IFS Broker Version 3.2 (February 2024), read with the IFS Broker Version 3.2 Doctrine
- Authored by: ASC Food Safety Consultants
- Document numbers: IFSB001 to IFSB194
- Revision: 01, issued 05 October 2026
- Formats: Microsoft Word and Excel, fully editable
Every KO requirement flagged, with the evidence an auditor asks for
A KO scored D subtracts 50 percent of the possible total and no certificate can be issued. The toolkit names each KO in the document that controls it and lists the records that prove it.
KO n° 1 · 1.2.2
- Senior management responsibility and resources
- Commitment procedure, resource and investment plan, management review minutes
KO n° 2 · 2.3.1
- Risk management system
- Risk management procedure, team appointment, HACCP based hazard analysis of broker services, validation
KO n° 3 · 4.2.2
- Customer specification complied with
- Specification management, consignment compliance verification record, specification templates
KO n° 4 · 4.6.1
- Traceability
- Traceability system, lot register, annual traceability test with mass balance
KO n° 5 · 5.1.1
- Internal audits
- Internal audit procedure, risk based programme, a requirement by requirement checklist
KO n° 6 · 5.2.2
- Customer special analyses
- Testing procedure, customer special analysis testing plan, laboratory register
KO n° 7 · 5.5.2
- Withdrawal and recall
- Incident, withdrawal and recall procedure, checklist, record and annual test report
KO n° 8 · 5.7.2
- Corrective actions
- Corrective action procedure, root cause record, register and effectiveness review
Editable templates for a complete IFS Broker Version 3.2 system
Procedures carry purpose, scope, responsibilities, the method, records and verification. Forms carry instructions, tick box columns, decision rules and sign-off. Workbooks carry drop-down lists, formulas and colour bands.
Scheme and scope
- Product safety and quality manual
- Certification scope statement with product scopes
- Clause mapping of all 101 requirements
- Implementation guide and rollout plan
- Audit preparation, action plan and unannounced audit readiness
- Logo and certification claim rules
Management and system
- Corporate policy, objectives and culture plan
- Structure, deputies and job descriptions
- Legislation and destination country registers
- Customer and certification body notification with the three working day clock
- Document and record control with retention schedule
- Management review pack
Planning and services
- Contract review and supplier agreements
- Specifications for fresh produce and a customer branded mix
- Product development, shelf life and label checks
- Supplier approval, GFSI certification register and sourcing areas
- Packaging specifications and declarations of conformity
- Traceability, food fraud and logistics control
Measurement and defence
- Internal audit programme and checklist
- Product testing plan and residue log
- Quarantine and release
- Complaints from customers and authorities
- Crisis team, withdrawal and recall with annual test
- Non-conforming product, corrective action and product defence
Reduce the documentation time for IFS Broker certification
Trading companies usually come to IFS Broker because a retailer or importer asked for it. The toolkit gives you the system that request needs, built by auditors who audit and implement it.
Save months
Start from a complete system instead of a blank page, then adapt it to your products and suppliers.
Written for traders
Every control is something a broker can actually do: contract, specify, approve, verify, trace and recall.
Audit ready
Clause mapped to all 101 requirements, KOs flagged, and a gap analysis that scores A to D like the certification audit.
Fully editable
Word and Excel, one consistent header and numbering, cross references by document number and title.
15 Excel workbooks with scoring, drop-down lists and action trackers
Every risk assessment shares one four sheet structure: How to Use, Risk Register, Matrixes and Action Tracker, with a 5 by 5 matrix, rating formulas and colour bands. The hazard analysis, food fraud and product defence workbooks carry extra sheets for their own methods.
Workbooks included
- Gap Analysis and Self Assessment Checklist
- Operating Parameter Schedule
- Product Safety Culture Risk Assessment
- Hazard Analysis and Risk Assessment of Broker Services
- Competence and Training Risk Assessment
- Supplier and Service Provider Risk Assessment
- Sourcing Area Risk Assessment
- Packaging and Labelling Risk Assessment
- Traceability, Withdrawal and Recall Risk Assessment
- Food Fraud Vulnerability Assessment
- Logistics and Transport Risk Assessment
- Internal Audit Frequency Risk Assessment
- Product Sampling Plan Risk Assessment
- Incident and Emergency Risk Assessment
- Product Defence Risk Assessment of the Supply Chain
Every document in the toolkit, folder by folder
Open a folder to see the documents in it. The same list, with the requirement each document serves and its owner, is in the master toolkit index inside the download.
Toolkit root (1)
- IFSB001 Master Toolkit Index
C0 Scheme and Scope (17)
- IFSB002 Product Safety and Quality Manual
- IFSB003 Company Profile and Description of Broker Services
- IFSB004 Certification Scope Statement
- IFSB005 Logistics and Processing Activities Scope Decision Record
- IFSB006 Multi-location Central Management, Applicability Statement
- IFSB007 Clause Mapping, IFS Broker Version 3.2
- IFSB008 Implementation Guide and Rollout Plan
- IFSB009 Gap Analysis and Self Assessment Checklist
- IFSB010 Audit Preparation and Certification Body Selection
- IFSB011 Certification Readiness Checklist and Evidence Pack Index
- IFSB012 Audit Action Plan and Corrections Record
- IFSB013 Unannounced Audit Option and Readiness
- IFSB014 Unannounced Audit Readiness Checklist
- IFSB015 Use of the IFS Broker Logo and Certification References
- IFSB016 Logo and Certification Claim Approval Record
- IFSB017 Operating Parameter Schedule
- IFSB018 C0 Toolkit Mapping
C1 Senior Management · 1.1 Corporate Policy (10)
- IFSB019 Corporate Policy
- IFSB020 Corporate Policy Development, Communication and Review
- IFSB021 Product Safety and Quality Objectives Register
- IFSB022 Product Safety Culture
- IFSB023 Product Safety Culture Plan and Review
- IFSB024 Product Safety Culture Survey
- IFSB025 Product Safety Culture Risk Assessment
- IFSB026 Communication of Product Safety, Quality and Authenticity Information
- IFSB027 Internal Communication Matrix
- IFSB028 Product Safety Information Communication Log
C1 Senior Management · 1.2 Corporate Structure (16)
- IFSB029 Organisational Structure, Responsibilities and Deputies
- IFSB030 Organisation Chart
- IFSB031 Job Descriptions for Product Safety and Quality Roles
- IFSB032 Responsibility and Deputy Matrix
- IFSB033 Letter of Appointment, Quality and Technical Manager
- IFSB034 Senior Management Commitment and Resources
- IFSB035 Resource and Investment Plan and Approval Record
- IFSB036 Responsibility Awareness and Effectiveness Monitoring Record
- IFSB037 Process Application and Consistency Check
- IFSB038 Legislation and Industry Developments Monitoring
- IFSB039 External Document and Legislation Register
- IFSB040 Destination Country Requirements Register
- IFSB041 Customer Notification of Product Issues
- IFSB042 Customer Notification Record
- IFSB043 Certification Body Notification
- IFSB044 Certification Body Notifiable Event Log and 3 Working Day Clock
C1 Senior Management · 1.3 Management Review (4)
- IFSB045 Management Review
- IFSB046 Management Review Agenda and Input Pack
- IFSB047 Management Review Minutes and Decision Record
- IFSB048 Continual Improvement and Opportunity Register
C1 Senior Management (1)
- IFSB049 C1 Toolkit Mapping
C2 Quality and Risk · 2.1 Documentation (5)
- IFSB050 Documented Information and Record Control
- IFSB051 Master Document Register
- IFSB052 Document Change Request and Approval
- IFSB053 Document Distribution and Copy Holder List
- IFSB054 Document Numbering and Version Control Convention
C2 Quality and Risk · 2.2 Record Keeping (4)
- IFSB055 Record Retention Schedule
- IFSB056 Retention Period Justification for Products Without a Shelf Life
- IFSB057 Electronic Records Access and Backup Register
- IFSB058 Record Integrity and Accessibility Check
C2 Quality and Risk · 2.3 Risk Management (12)
- IFSB059 Risk Management System
- IFSB060 Risk Management Team Appointment and Terms of Reference
- IFSB061 Risk Management Team Competence Record
- IFSB062 Product and Broker Service Description
- IFSB063 Broker Services Flow Diagram and Verification Record
- IFSB064 Hazard Analysis and Risk Assessment of Broker Services
- IFSB065 Control Measures, Limits and Monitoring Plan
- IFSB066 Validation of Control Measures
- IFSB067 Validation Record
- IFSB068 Control Measure Deviation and Corrective Action Record
- IFSB069 Supplier Risk Management System Verification
- IFSB070 Risk Assessment Review and Change Trigger Record
C2 Quality and Risk (1)
- IFSB071 C2 Toolkit Mapping
C3 Resource Management (17)
- IFSB072 Competence, Training and Awareness
- IFSB073 Competence Requirements by Role
- IFSB074 Training Needs Analysis
- IFSB075 Role Based Training Matrix
- IFSB076 Annual Training Plan
- IFSB077 Training Attendance Register
- IFSB078 Training Effectiveness Evaluation
- IFSB079 Training Content Review Record
- IFSB080 Induction Checklist
- IFSB081 Training Pack, Product Safety and Quality Awareness for All Personnel
- IFSB082 Training Pack, IFS Broker Requirements for the Risk Management Team
- IFSB083 Training Pack, Supplier Approval and Consignment Release
- IFSB084 Training Pack, Traceability, Withdrawal and Recall
- IFSB085 Training Pack, Food Fraud and Product Defence
- IFSB086 Training Pack, Internal Auditor
- IFSB087 Competence and Training Risk Assessment
- IFSB088 C3 Toolkit Mapping
C4 Planning and Services · 4.1 Contract Agreement (6)
- IFSB089 Contract Review and Agreement
- IFSB090 Contract and Customer Requirements Review Record
- IFSB091 Customer Requirements Register
- IFSB092 Contract Change Record
- IFSB093 Customer Requirements Communication to Suppliers Record
- IFSB094 Supplier and Service Provider Quality and Product Safety Agreement
C4 Planning and Services · 4.2 Specifications (7)
- IFSB095 Specification Management
- IFSB096 Product Specification, Fresh Citrus and Pome Fruit
- IFSB097 Product Specification, Customer Branded Dried Fruit and Nut Mix
- IFSB098 Specification Register and Review Schedule
- IFSB099 Specification Approval and Customer Sign-off Record
- IFSB100 Customer Specification Compliance Verification Record
- IFSB101 Destination Country Legal Compliance Check
C4 Planning and Services · 4.3 Product Development (8)
- IFSB102 Product Development and Modification
- IFSB103 Product Development Brief and Risk Assessment
- IFSB104 Manufacturing Trial and Product Testing Record
- IFSB105 Shelf Life Study Protocol and Record
- IFSB106 Organoleptic Assessment Record
- IFSB107 Label Compliance Review Checklist
- IFSB108 Recommendations for Use and Storage Record
- IFSB109 Product Development Log and Launch Approval
C4 Planning and Services · 4.4 Purchasing (13)
- IFSB110 Purchasing and Supplier Approval and Monitoring
- IFSB111 Approved Supplier and Service Provider Register
- IFSB112 Supplier Approval Questionnaire
- IFSB113 Supplier Certification Status Register
- IFSB114 Customer Acceptance of a Non Certified Supplier Record
- IFSB115 Supplier Audit Checklist
- IFSB116 Supplier and Service Provider Performance Evaluation
- IFSB117 Sourcing Area Monitoring Register
- IFSB118 Consignment Check and Authenticity Verification Schedule
- IFSB119 Consignment Document Check and Release Record
- IFSB120 Customer Branded Product Supplier Approval Record
- IFSB121 Supplier and Service Provider Risk Assessment
- IFSB122 Sourcing Area Risk Assessment
C4 Planning and Services · 4.5 Product Packaging (6)
- IFSB123 Packaging and Labelling Control
- IFSB124 Packaging Material Specification
- IFSB125 Packaging Declaration of Conformity Register
- IFSB126 Packaging and Label Change Control Record
- IFSB127 Supplier Packaging and Label Check Verification
- IFSB128 Packaging and Labelling Risk Assessment
C4 Planning and Services · 4.6 Traceability (6)
- IFSB129 Traceability System
- IFSB130 Consignment and Lot Traceability Register
- IFSB131 Traceability Test and Mass Balance Record
- IFSB132 Retained Sample Requirement and Verification Record
- IFSB133 GMO and Allergen Status Register
- IFSB134 Traceability, Withdrawal and Recall Risk Assessment
C4 Planning and Services · 4.7 Food Fraud (7)
- IFSB135 Food Fraud Mitigation
- IFSB136 Food Fraud Team Appointment and Competence Record
- IFSB137 Food Fraud Vulnerability Assessment
- IFSB138 Food Fraud Mitigation Plan Implementation and Review Record
- IFSB139 Supplier Food Fraud Assessment Verification Record
- IFSB140 Authenticity Testing Plan and Results Log
- IFSB141 Horizon Scanning and Incident Log
C4 Planning and Services · 4.8 Logistics (6)
- IFSB142 Logistics Services Control
- IFSB143 Logistics Service Provider Register
- IFSB144 Logistics Service Level Agreement
- IFSB145 Logistics Service Provider Performance Review
- IFSB146 Cold Chain and Temperature Record Review
- IFSB147 Logistics and Transport Risk Assessment
C4 Planning and Services (1)
- IFSB148 C4 Toolkit Mapping
C5 Measurement and Improvement · 5.1 Internal Audits (6)
- IFSB149 Internal Audit
- IFSB150 Internal Audit Programme and Schedule
- IFSB151 Internal Audit Checklist, IFS Broker Version 3.2
- IFSB152 Internal Audit Report
- IFSB153 Internal Auditor Competence and Independence Register
- IFSB154 Internal Audit Frequency Risk Assessment
C5 Measurement and Improvement · 5.2 Product Analyses (9)
- IFSB155 Product Analysis and Testing
- IFSB156 Product Testing Plan and Sampling Programme
- IFSB157 Customer Special Analysis Testing Plan
- IFSB158 Laboratory Approval and Accreditation Register
- IFSB159 Analysis Results Log and Trend Review
- IFSB160 Pesticide Residue Results and MRL Compliance Log
- IFSB161 Unsatisfactory Result Evaluation and Customer Notification Record
- IFSB162 Control Plan Update Record
- IFSB163 Product Sampling Plan Risk Assessment
C5 Measurement and Improvement · 5.3 Quarantine and Release (3)
- IFSB164 Product Quarantine and Release
- IFSB165 Supplier Hold and Release System Verification
- IFSB166 Product Hold and Release Record
C5 Measurement and Improvement · 5.4 Complaints (4)
- IFSB167 Complaint Management
- IFSB168 Complaint Record and Investigation
- IFSB169 Complaint Register and Trend Analysis
- IFSB170 Authority Inspection and Notice Record
C5 Measurement and Improvement · 5.5 Incidents and Recall (9)
- IFSB171 Incident Management, Withdrawal and Recall
- IFSB172 Crisis Team Appointment and Training Record
- IFSB173 Alert and Emergency Contact List
- IFSB174 Crisis Communication Plan and Holding Statements
- IFSB175 Incident Log
- IFSB176 Withdrawal and Recall Record
- IFSB177 Withdrawal and Recall Checklist
- IFSB178 Withdrawal and Recall Test Report
- IFSB179 Incident and Emergency Risk Assessment
C5 Measurement and Improvement · 5.6 Non-conformities (4)
- IFSB180 Control of Non-conforming Products
- IFSB181 Non-conforming Product Record and Disposition
- IFSB182 Brand Owner Approval for Out of Specification Product
- IFSB183 Non-conforming Product Rules Briefing Record
C5 Measurement and Improvement · 5.7 Corrective Actions (4)
- IFSB184 Nonconformity and Corrective Action
- IFSB185 Corrective Action Request and Root Cause Analysis Record
- IFSB186 Corrective Action Register and Effectiveness Review
- IFSB187 Root Cause Analysis Guide
C5 Measurement and Improvement (1)
- IFSB188 C5 Toolkit Mapping
C6 Product Defence (6)
- IFSB189 Product Defence
- IFSB190 Product Defence Responsibilities Statement for Suppliers and Service Providers
- IFSB191 Supplier and Logistics Provider Product Defence Verification Checklist
- IFSB192 Office and Information Security Checklist
- IFSB193 Product Defence Risk Assessment of the Supply Chain
- IFSB194 C6 Toolkit Mapping
IFS Broker sample templates available on request
Ask for a sample before you buy. We send it with the document index and answer any question about fit for your products and markets.
Available sample documents
- Risk Management System procedure sample
The KO n° 2 procedure for a business that never makes the product. - Traceability Test and Mass Balance Record sample
The annual upstream and downstream test with the quantity check. - Food Fraud Vulnerability Assessment sample
The seven factor workbook with the mitigation plan sheet. - Clause Mapping sample
Requirement in brief, the documents that close it and the owner role.
Support your toolkit with IFS Broker training
Templates work best when the team understands what the Standard asks for. The three ASC courses run from an introduction for the whole team to a full implementation course built around the same worked example.
IFS Broker Version 3.2 for Management Course
R1,195 · online, self paced
Implementation of IFS Broker Version 3.2 for Trading Companies
R5,500 · online, self paced
Tools and toolkits that work with IFS Broker
Automate the assessments the Standard asks you to review every year, or move the whole system online.
Food Fraud Tool
R750 a year. The online version of the vulnerability assessment, exporting to Excel.
IFS Broker Version 3.2 guides from our consultants
Practical articles on the requirements, the KOs, the risk assessment, sector hazards and the rollout, written by the team that built the toolkit.
IFS Broker 3.2 Requirements, Chapter by Chapter, and the Documents That Close Each One
IFS Broker 3.2 requirements explained chapter by chapter: the 101 Part 2 requirements, the eight KOs and the documents a trading company needs for each.
IFS Broker Audit KO Requirements: The Eight Knock Outs and the Majors Trading Companies Pick Up
The eight IFS Broker audit KO requirements, what the auditor tests under each, the Majors trading companies pick up, and how to close them before audit.
IFS Broker Risk Assessment for Traders: Building the Hazard Analysis of Broker Services and the Supplier Approval Behind It
How to build an IFS Broker risk assessment for a trading company: broker steps, hazard scoring, where controls sit, validated limits and supplier approval.
Food Safety for Fruit Exporters and Traders: The Hazards in Citrus, Pome Fruit and Private Label Nut Mixes, and What a Broker Can Control
Food safety for fruit exporters and traders: residues, pathogens, mycotoxins, allergens and fraud in fruit and nut mixes, and what a broker can control.
IFS Broker Certification in South Africa: Rollout Order, Realistic Timelines and What the Auditor Asks to See
IFS Broker certification in South Africa: rollout order, realistic timelines, annual reviews due before the first audit and the unannounced audit option.
Common questions about the IFS Broker Version 3.2 toolkit
The toolkit holds 194 controlled documents: 52 procedures, policies, guides and training packs, 127 forms, records, registers, checklists and templates, and 15 Excel workbooks. It covers all six chapters of IFS Broker Version 3.2 Part 2 and the company obligations in Part 1 and Part 5, with a clause mapping of all 101 requirements.
Brokers, agents, traders, dealers and importers of food, household and personal care products or packaging that do not take physical possession of the products, and that need IFS Broker certification for a retailer or importer customer.
Yes. Each KO requirement, 1.2.2, 2.3.1, 4.2.2, 4.6.1, 5.1.1, 5.2.2, 5.5.2 and 5.7.2, is named in the document that controls it, with the records an auditor will ask to see.
Yes. The hazard analysis and risk assessment of broker services covers the traded products and every step the broker is responsible for, with severity, likelihood, significance, the control at the supplier, the control applied by the broker, limits, monitoring, corrective action and validation.
Yes. Every document is a Microsoft Word or Excel file with a controlled header and [COMPANY NAME] placeholders, so you replace the worked example with your own products, suppliers and markets.
No toolkit can guarantee certification. The documents give you a complete, audit ready structure, and certification depends on the system being implemented, the records being kept and the audit result.
No. It is an independent ASC product written in our own words with IFS Broker requirement references. Read the exact wording of each requirement in your copy of the Standard, which IFS publishes on its website.
Pay through PayFast and download the zip file immediately from your order confirmation and your account. You keep lifetime access to the files you download, and one hour of support with one of our consultants is included.
Need help with the IFS Broker toolkit?
For a quotation, invoice, sample templates, a demo or implementation support for the IFS Broker Version 3.2 Document Templates Toolkit, ASC Food Safety Consultants can assist.
Choose your next action
Order the toolkit, request a sample, book a demo, or ask about implementation support and the IFS Broker courses.