Halal Guide

Shared Kitchens: Separation, Workflow and Each Operator's Responsibilities

Shared kitchen SOPs, equipment, space schedules, supplier access and the RACI matrix.

Last reviewed 5 November 2026

1. The main problem with shared kitchens is the control boundary

One building can have many tenants, but a halal audit needs clear answers on who controls the materials, who cleans the equipment, who lets workers in and who is responsible when a deviation occurs.

Do not assume the certification of a shared kitchen covers every tenant's products. The status needs to be checked through the name of the SPHM (Sijil Pengesahan Halal Malaysia, the Malaysia Halal Certificate) holder, the address, the product/menu scope, the space boundaries and the authorities' decision. If the building also takes in non-halal activities, do not assume straight away that a schedule for using the space at different times is enough for approval; get an authoritative decision on separation and the suitability of the premises.

2. Design labelled physical zones

Suggested zone mapping (not an official approval drawing):

Zone Recommended minimum controls Record owner
Receiving materials Check labels, temperature, supplier halal evidence and lot numbers The operator who buys
Dry store Dedicated shelves/space labelled with the owner and the status of goods Operator + facility manager
Chiller/freezer Controlled shelves, monitored temperature, no storage without an ID Operator + equipment owner
Preparation station Usage schedule, allocated tools, cleaning before/after The operator using it
Packing Brand/SKU/batch labels checked before release The operator who owns the product
Dispatch Check order-ID, seal, departure time, temperature if relevant Operator + rider/dispatch

When equipment is shared, record the owner, the authorised users, maintenance, the sanitising method and the separation procedure. For certified areas, the authorities may require stricter controls than these suggestions.

3. Example responsibility matrix (RACI)

Activity Building owner Kitchen manager Tenant/operator Brand owner
Building structure approval A R I I
Sanitation schedule for common areas C A/R R for the space used I
Ingredient/recipe approval I C A/R C/A according to contract
Training of the operator's workers I C A/R I
Batch and traceability records I C A/R C
Checking use of the halal logo I C R A if the brand holds the scope

R = responsible (carries out), A = accountable, C = consulted, I = informed. This is a management example, not an official allocation of responsibility by JAKIM. Set one clear accountable owner for each process in the contract.

4. Shared equipment control chart

Permission flow for using shared kitchen spaceThe operator applies to use the space. If the space and equipment are not approved for that operator, use is stopped and the scope is checked. If approved, check the cleaning status and records. If it does not pass, separate the tools, clean again and record an NCR before checking again. If it passes, production runs in a valid slot, the batch, stock and product owner are labelled, and the space is cleaned and handed over after use.NoYesNoYes

Operator applies to use the space

Space and equipment approved for this operator?

Stop use and check the scope

Check cleaning status and records

Passes the check?

Separate tools, clean again, record NCR

Production in a valid slot

Label batch, stock and product owner

Clean after use and hand over the space
Permission flow for using shared kitchen space

5. Clauses a shared kitchen agreement should include

  • Details of exclusive and common areas, and auditors' access rights.
  • A ban on using materials that conflict with the scope of halal control.
  • Who approves suppliers, ingredients, formulas, menus and workers.
  • The right to stop operations when doubtful materials/products are identified.
  • Responsibility for documentation, record keeping, internal audits and cooperation with JAKIM/JAIN (Jabatan Agama Islam Negeri, the state Islamic religious department).
  • How to give notice if the entity, equipment, address, tenants or certification status change.
  • Mechanisms for recall, incident reporting, compensation and termination of the agreement.

Action for today: Use en-templat-raci-shared-kitchen.csv and en-templat-zon-alatan.csv to map tasks and equipment.

Reference: MPPHM (Manual Prosedur Pensijilan Halal Malaysia, the Malaysia Halal Certification Procedure Manual) 2026 amendment; the MHMS 2020 manual via the Halal Malaysia Portal.