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What’s the Role of External Communication in ISO 22000

By June 6, 2025No Comments

What’s the Role of External Communication in ISO 22000?

In a food safety management system (FSMS), communication isn’t just internal — it’s also about how your organization interacts with external parties like suppliers, customers, auditors, and regulators.

ISO 22000:2018 Clause 7.4 highlights that external communication is a critical requirement for managing food safety hazards, building trust, and ensuring traceability across the supply chain.

Here’s why external communication matters — and how it can impact your certification success and daily operations.

📢 What Is External Communication in ISO 22000?

Refers to structured communication with any party outside your organization that can influence or be affected by your food safety system.

Includes:

  • Customers

  • Suppliers & service providers

  • Contractors & outsourced operations

  • Regulatory bodies

  • Auditors & certification bodies

  • Consumers

✅ Why External Communication Matters for ISO 22000 Compliance

  • Ensures timely information sharing on food safety issues

  • Helps verify supplier compliance and incoming material safety

  • Builds transparency during audits and inspections

  • Strengthens customer confidence and brand credibility

  • Facilitates rapid recall actions if necessary

  • Supports legal compliance with local food laws and international standards

📬 Key Areas of External Communication in ISO 22000

1. Communication with Suppliers

  • Share:

    • Food safety specifications (e.g., allergen-free, Halal)

    • Quality requirements and testing criteria

    • Non-conformance feedback

  • Request:

    • Supplier certificates (ISO, HACCP, Halal, MESTI)

    • Test results, COAs (Certificates of Analysis)

    • Declarations of compliance (e.g., GMP practices)

2. Communication with Customers

  • Provide:

    • Product information, labels, shelf life, storage conditions

    • Allergen and ingredient declarations

    • Food safety policy (on request)

  • Respond to:

    • Complaints and feedback

    • Product inquiries

    • Traceability requests

3. Regulatory Communication

  • Notify authorities in case of:

    • Food safety incidents or recalls

    • Test result non-compliance

    • Changes in processing or product formulation

  • Submit:

    • Required reports and audit records

    • Licensing or permit updates

4. Emergency Communication

  • Set up protocols for:

    • Food recall alerts

    • Crisis communication with media and regulators

    • Customer and supplier notification plans

  • Maintain:

    • A contact list of key external stakeholders

    • Documented emergency communication procedures

5. Auditor & Certification Body Communication

  • Share:

    • FSMS documents, SOPs, CCP records

    • Results of internal audits and management reviews

    • Corrective actions taken for non-conformities

🛠️ Best Practices for Managing External Communication

  • Maintain a communication matrix or register with roles and responsibilities

  • Use documented templates (e.g., supplier letters, customer notices)

  • Assign a designated food safety communication officer

  • Log all outgoing and incoming communications for traceability

  • Train staff on what, how, and when to communicate externally

⚠️ What Happens When External Communication Fails?

  • Misunderstandings with suppliers about product specs

  • Delays in customer response during a food safety issue

  • Incomplete traceability and recall failures

  • Poor audit scores and failed certifications

  • Loss of customer trust and business reputation

🧩 Final Thoughts

External communication in ISO 22000 is not just paperwork — it’s a core part of your food safety system that protects your brand, supports traceability, and connects your FSMS to the real world.

Need help building your ISO 22000 communication procedures, templates, and contact registers?
CAYS Scientific supports Malaysian food manufacturers with customized documentation, training, and audit readiness for ISO 22000, HACCP, and FSSC 22000 certification.

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