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Checklists LibraryOpening a Cafe (Coffee Shop) Checklist
HoReCa
10/22/2025

Opening a Cafe (Coffee Shop) Checklist

Launching a café has many moving parts: permits, build-out, equipment, vendors, and people. This checklist turns that chaos into a clear, step-by-step plan so nothing slips through the cracks before opening day. From business registration and health inspections to seating capacity and ADA compliance, you’ll have a single source of truth to track progress and capture proof.


It also covers the technical heartbeat of a coffee bar: espresso machines, grinders, brewers, water filtration, refrigeration, and food-safety controls. You’ll log calibration values, temperatures, and TDS/hardness, confirm sanitizer levels and handwash readiness, and document SOPs for cold brew, allergens, and shelf-life labeling — making compliance simple and inspection-ready.


People and revenue operations are built in: hiring and onboarding, training schedules, skills matrices, service scripts, POS configuration, payment processing, inventory, time & attendance, security, and marketing. You’ll plan supplier contracts and pars, configure menu and pricing, set COGS and labor targets, and schedule a soft opening to validate throughput, ticket times, and guest feedback before the public launch.


Use the checklist on paper or in a mobile app. Answer types keep records clean and useful: [Flag] for pass/fail tasks, [Number] for temps, counts, and budgets, [Text] for notes and issues, and [Media] for photo evidence (permits on display, equipment gauges, setup). The result is a time-stamped audit trail, smoother handoffs among owners, managers, and contractors, and a confident, on-time opening with fewer surprises.

Opening a Cafe (Coffee Shop) Checklist
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Business registration completed

Business license issued (number)

Food service permit approved

Health department inspection scheduled (date)

Fire safety inspection passed

Zoning/use of premises confirmed

Lease signed, key dates logged

COI (insurance) active, policy limit ($)

Workers’ comp set up

Sales tax registration complete

Bank account opened

Payment processor/POS merchant ID received

Floor plan finalized

ADA accessibility verified

Plumbing rough-in approved

Electrical load meets equipment specs

Ventilation/HVAC balanced

Emergency exits unobstructed

Restrooms equipped & signed

Upload photos of dining and barista layout

Espresso machine installed, serial recorded

Batch brewer installed, brew ratio verified

Water filtration system installed

Ice machine operational, bin sanitized

Refrigerators at ≤ 41°F (temp °F)

Thermometers calibrated

Scale accuracy checked (g)

Smallwares inventory complete

Cutlery/napkins/strirrers stock (units)

Pitchers, tampers, mats, knock box present

Cleaning tools & chemicals labeled/stored

Handwash sinks stocked (soap/paper/hot water)

PPE available (gloves/aprons)

First-aid kit stocked

Fire extinguishers serviced/in date

Menu finalized, allergens listed

Coffee lineup set (espresso/filters/specials)

Alt-milks selected and priced

Tea selection curated

Bakery/pastry SKUs approved

Food safety SOPs published

Waste & shelf-life labels in use

Upload photo of menu board/pricing

Suppliers contracted (coffee/tea/dairy/bakery)

Delivery schedule confirmed (days/week)

Milk/par level per day (liters)

Bakery par level per day (items)

Coffee bean par (kg/week)

Backup suppliers listed

Receiving & temperature check SOP in place

Hiring plan completed

Baristas hired (count)

Shift leads hired (count)

Food handler cards verified

Onboarding docs signed

Training schedule completed

Barista skills matrix scored

Customer service script approved

Incident reporting process defined

Shift handover template prepared

POS configured (menu, modifiers, tax)

Receipt printer, cash drawer tested

Card terminals connected

Inventory system set up

Time & attendance system live

Wi-Fi set (guest + staff SSIDs)

Security cameras operational

Alarm system armed/tested

Data backup for POS enabled

Gift cards/loyalty configured

Brand assets finalized (logo, palette)

Interior signage installed

Menu boards printed/digital set

Website live, hours/contact accurate

Google Business Profile verified

Social profiles created (links)

Grand opening date set

Opening promo (discount/BOGO) defined

Press/locallist outreach done

Outdoor signage/flags permitted

Upload photo of storefront signage

Financial model complete

Startup budget vs actual ($)

COGS targets set (%)

Labor budget set (%)

Price list margin check complete

Cash handling SOP published

Opening cash float prepared ($)

Tip distribution policy posted

Daily sales target (weekday) ($)

Break-even daily units (cups/day)

Cleaning schedule posted (daily/weekly)

Open/close checklists assigned

Grease trap service schedule set

Pest control contract active

Waste & recycling contracts active

Oil disposal process documented

Coffee grounds compost plan set

Equipment maintenance calendar set

Preventive maintenance vendor list

Upload photo of cleaning schedule board

Soft opening dry run completed

Throughput test: orders per 15 min (count)

Average ticket time (min)

Customer feedback collected

Menu/price tweaks applied

Staffing levels adjusted

Opening day roster confirmed

Contingency plan for outages

Post-opening review date set

Handover notes for launch day prepared

Extra filters/faucet cartridges stocked

Milk/alt-milk safety stock for day 1 (liters)

Bakery safety stock for day 1 (items)

Final walk-through signed off

Upload final pre-opening walk-through photos

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