PassMyKitchen gives you three ways to share your HACCP plan with a health inspector: show it on screen in Inspector Mode, download it as a PDF, or email it directly to the inspector from within the app. Each method takes seconds, and the inspector receives a complete, formatted plan with all sections, critical control points, and state-specific regulatory references. Here is how each sharing method works.
For the complete guide to Inspector Mode, see how to use Inspector Mode. For understanding what your HACCP plan contains, see our HACCP plan guide for small food businesses. For a broader look at inspection preparation, see our health inspection checklist.
Method 1: Show your HACCP plan in Inspector Mode
Inspector Mode is the fastest way to present your HACCP plan during an in-person inspection. The inspector can read every section of your plan on your phone without you needing to print, email, or download anything.
Step 1: Open Inspector Mode
Tap "Inspection" in the sidebar navigation. The page loads Inspector Mode, which displays your business name and location at the top.
Step 2: Navigate to the HACCP Plan tab
Inspector Mode organizes your compliance data into tabs. The first tab is HACCP Plan. Tap it to display your complete plan with all sections: product description, process flow diagram, hazard analysis, critical control points, monitoring procedures, corrective actions, verification procedures, and recordkeeping requirements.
Step 3: Hand your phone to the inspector
Inspector Mode is completely read-only. The inspector can scroll through your HACCP plan, tap between sections, and review your critical control points without being able to edit or delete anything. An "Exit Inspection Mode" link in the top right returns you to the Today screen, but only you would use that after the inspector is done reviewing.
The HACCP Plan tab also shows your state-specific regulatory references, so the inspector can see that your plan is tailored to your jurisdiction's requirements.
When to use this method
Use Inspector Mode when the inspector is standing in front of you. It works best during routine health department inspections, permit application reviews, and any in-person meeting where someone wants to see your food safety documentation. For food truck operators who are inspected at their service location, this means you do not need to carry a paper binder. Your plan is on your phone and ready in one tap.
Method 2: Download your HACCP plan as a PDF
If the inspector wants a physical copy or a file they can save, download your HACCP plan as a PDF directly from PassMyKitchen.
Step 1: Navigate to your HACCP plan
Tap "HACCP Plan" in the sidebar navigation. Your plan opens with all sections displayed.
Step 2: Tap "Download PDF"
At the bottom of the HACCP plan page, a fixed action bar contains three buttons. Tap "Download PDF" (or "Download branded PDF" if you are on the Growth plan). The app opens a print-formatted view of your plan in a new window, renders it, and generates a PDF file that downloads to your device.
The PDF file is named with your business name and the current date (for example, "Austin-Taco-Truck-HACCP-Plan-2026-04-29.pdf"). You can then share this file however you need: AirDrop it, attach it to an email, print it, or save it for your records.
Branded PDF on the Growth plan
On the Growth plan ($49/month), the "Download branded PDF" button generates a PDF with your business branding. If you are not on the Growth plan, you see a "Download PDF" button that produces a standard (unbranded) version. Below the button, a link reads "Upgrade to Growth for branded exports" and takes you to the billing settings page.
When to use this method
Use PDF download when you need a standalone file. This is useful when submitting your HACCP plan as part of a permit application, sharing it with a commissary operator, or keeping a backup copy on your device. Some health departments accept emailed PDFs as part of their pre-inspection documentation requirements.
Method 3: Email your HACCP plan to the inspector
PassMyKitchen lets you email your HACCP plan directly to an inspector without leaving the app. This is the most convenient method when the inspector wants a copy sent to their office email.
Step 1: Navigate to your HACCP plan
Tap "HACCP Plan" in the sidebar navigation.
Step 2: Tap "Email to Inspector"
In the fixed action bar at the bottom of the HACCP plan page, tap "Email to Inspector." A modal opens titled "Email your HACCP plan."
Step 3: Enter the inspector's email
The modal has two fields:
- Inspector email address (required): Enter the inspector's email. The placeholder text shows "inspector@healthdept.gov" as an example format.
- Personal note (optional): Add context for the inspector. For example, "Please find our HACCP plan attached for your review."
Step 4: Tap "Send"
Tap the "Send" button. The app emails a link to your HACCP plan to the inspector's email address. A success message confirms: "Email sent! Your HACCP plan link has been sent to the inspector."
The inspector receives a link to view your complete HACCP plan. This is separate from the inspection package email (which includes all compliance records). The HACCP email focuses specifically on your plan.
When to use this method
Use the email method when an inspector requests a copy during a phone call, when you are preparing documentation ahead of a scheduled inspection, or when a health department reviewer needs your plan for a permit application they are processing remotely. Jake, a caterer in Phoenix, emails his HACCP plan to event venue managers who require food safety documentation before approving his catering setup.
Emailing your full inspection package
In addition to emailing just your HACCP plan, you can email your complete inspection package from Inspector Mode. This package includes your HACCP plan, temperature logs, cleaning logs, receiving logs, staff certifications, and uploaded documents.
Step 1: Open Inspector Mode
Tap "Inspection" in the sidebar.
Step 2: Tap "Email to inspector" in the floating action bar
At the bottom of Inspector Mode, a floating action bar provides three buttons: "Print inspection report," "Email to inspector," and "Download package." Tap "Email to inspector."
Step 3: Fill in the details
A modal opens titled "Email your inspection package" with three fields:
- Inspector email (required): The inspector's email address
- Date range (dropdown): Select how many days of log data to include. Options are 7, 14, 30, or 90 days (default is 14 days)
- Personal note (optional): Add context, such as "Here are our records for your scheduled inspection on Friday."
Step 4: Tap "Send package"
The app emails the inspector a link to view your complete compliance records. The confirmation message reads: "Package sent! Your inspection package has been emailed to [email]. They will receive a link to view your complete compliance records."
This email includes everything: your HACCP plan, all log data for the selected date range, staff certifications, and uploaded documents. Use this when the inspector wants to review your full compliance history, not just the HACCP plan.
Regenerating your HACCP plan before sharing
If your menu, location, or operations have changed since your plan was last generated, regenerate it before sharing.
Step 1: Tap "Regenerate" in the action bar
The third button in the HACCP plan action bar is "Regenerate." Tapping it opens a confirmation modal. If you have made manual edits to any section of your plan, the modal warns you that regeneration will replace those edits.
Step 2: Confirm regeneration
Tap the confirm button. The app processes your updated business information, menu, and state regulations to generate a fresh HACCP plan. A loading overlay displays progress messages: "Refreshing state regulations," "Analyzing your updated menu," "Generating your new HACCP plan," and "Almost done."
Step 3: Review and share
Once regeneration is complete, a "Plan regenerated!" badge appears. Review the updated sections to verify accuracy, then share using any of the three methods described above.
Your plan's version history is preserved. Each regeneration creates a new version, and you can view previous versions using the version history button in the plan header.
What inspectors expect from your HACCP plan
The FDA Food Code requires food establishments to demonstrate active managerial control over food safety hazards. A HACCP plan is the core document that shows how you identify, monitor, and control those hazards.
Completeness. Inspectors expect to see all standard HACCP sections: product description, process flow, hazard analysis, critical control points, monitoring procedures, corrective actions, verification procedures, and recordkeeping. PassMyKitchen generates all of these sections automatically based on your business type, menu, and state regulations.
State-specific references. Your HACCP plan should reference the specific regulations that apply in your state. PassMyKitchen includes state-specific regulatory references in every generated plan, so an inspector in Texas sees Texas regulations and an inspector in California sees California regulations.
Currency. The plan should reflect your current operation. If you added menu items, changed your service model, or moved to a new state, regenerate your plan so it matches what the inspector observes in your operation. The "Generated" date in the plan header shows when the plan was last created.
Accessibility. Inspectors should not have to wait while you search for your plan. Having it available in one tap (Inspector Mode), one download (PDF), or one email demonstrates preparation and professionalism. For more on building inspector confidence, see how to use Inspector Mode.
Sharing best practices
Keep your HACCP plan current. Regenerate your plan whenever you make significant changes to your menu, equipment, or operations. A plan generated six months ago for a different menu does not help during today's inspection.
Know which method the inspector prefers. Some inspectors prefer to review records on a screen. Others want a PDF emailed to their office. Ask the inspector how they would like to receive your documentation, then use the appropriate sharing method.
Test your sharing methods before an inspection. Download the PDF to make sure it renders correctly. Send a test email to yourself to verify the link works. Open Inspector Mode to confirm your HACCP plan tab displays all sections. A quick test takes 30 seconds and prevents fumbling during an actual inspection.
Use the personal note field. When emailing your HACCP plan or inspection package, the personal note adds context. A brief note like "HACCP plan for Austin Taco Truck, updated April 2026" helps the inspector identify your submission in their inbox. For cloud kitchen operators with multiple brands, the note can specify which brand's plan is attached.
Save a PDF copy as a backup. Even though your HACCP plan is always accessible in the app, downloading a PDF copy to your device means you have a backup available offline. This is especially useful for food truck operators who may be at locations with limited connectivity.
Ready to get started?
Generate your HACCP plan in PassMyKitchen, then share it with an inspector using Inspector Mode, PDF download, or email. Three methods, all built into the app, all taking seconds.
Start your free trial and have your HACCP plan ready for your next inspection.
Frequently asked questions
Can I share my HACCP plan with someone who does not have a PassMyKitchen account?
Yes. All three sharing methods work for recipients without a PassMyKitchen account. Inspector Mode shows the plan on your phone (the inspector does not need an account). The PDF downloads as a standard file anyone can open. The email sends a link that the recipient can view without logging in.
What is the difference between emailing the HACCP plan and emailing the inspection package?
The HACCP plan email (from the HACCP Plan page) sends a link to your HACCP plan only. The inspection package email (from Inspector Mode) sends a link to your complete compliance records: HACCP plan, temperature logs, cleaning logs, receiving logs, staff certifications, and uploaded documents. Use the HACCP email when someone only needs your plan. Use the inspection package when they need your full compliance documentation.
Does the PDF include my critical control points?
Yes. The PDF contains your complete HACCP plan as displayed in the app, including all sections and critical control points. The PDF is generated from the same print-formatted view that the app uses, so nothing is omitted.
Can I email my HACCP plan to multiple inspectors at once?
The email modal accepts one email address at a time. If you need to send your plan to multiple recipients, send separate emails to each one. Each email takes about 10 seconds to send.
How do I know if the inspector received my email?
After you tap "Send" (for the HACCP plan) or "Send package" (for the inspection package), you see a confirmation message in the app. If the inspector reports they did not receive it, verify the email address and resend. Check with the inspector that the email did not go to their spam folder.
Is the emailed link permanent?
The emailed link provides access to your compliance records as they exist at the time of viewing. If you update your HACCP plan after sending the email, the inspector will see the updated version when they open the link. The link remains active as long as your account is active.