💡 This blog belongs to our Food Safety Help Centre – your go-to guide for turning complex food safety rules into simple, workable steps.
If you think your food hygiene rating is wrong or unfair, you can appeal it in writing to your local authority. You must do this within 21 days of being notified — and that 21 days includes weekends and public holidays. You must use the standard food hygiene rating appeal format.
This is Part 3 in our series on food hygiene rating appeals. (Part 1 covers the main problems with the hygiene rating appeals process. Part 2 answers the most common questions about food hygiene appeals.)
In this food hygiene rating appeal guide we’ll break down how to appeal a food hygiene rating using AI.
Here’s what we’ll cover:
Table of Contents
Why Appeal An Unfair Hygiene Rating❓
Under the Food Hygiene Rating Scheme (FHRS) ratings run from 5 (very good) down to 0 (urgent improvement necessary). A 3 is ‘generally satisfactory’, while 2 means ‘some improvement is necessary.
Understandably, a poor hygiene rating of 2 or below can seriously damage your business by driving customers and other businesses away. And as food inspectors are only human – they can and do get it wrong. This results in some businesses receiving an unfair or incorrect food hygiene score.
The FHRS includes a safeguard for businesses that believe a rating is wrong or unfair – and this is known as the food hygiene rating appeals procedure. It is free to appeal. But before you go rushing to use this safety mechanism – you need to be aware of the pros and cons.
What Is The Food Hygiene Rating Appeals Procedure❓
💡 Food hygiene rating appeals are a vital safeguard for any food business. A rating only makes sense when it’s judged fairly — but sometimes, inspectors and business owners see things differently.
If you’re considering an appeal, remember:
✅ It’s free to appeal — and could protect your business from the impact of an unfair score.
✅ You have 21 days from being notified of your rating to submit your appeal.
✅ You must have valid grounds — the appeal should be based on the rating not reflecting standards at the time of inspection, or the criteria not being applied correctly.
✅ Using your voice matters: Challenging a rating you believe is wrong or unfair is your right — and can help protect your business reputation.
Appeal vs Right To Reply vs Re-Rating (What To Use & When)❓
Are you unsure whether to use an appeal, a right-to-reply, or a re-rating? Let’s go over your options and clear up any confusion:
1️⃣ Appeal
Use this if:
✅ You believe your rating is wrong or unfair — it doesn’t reflect the standards at the time of your inspection.
How it works:
- Submit a written appeal to your local authority. Appeals must be made using the prescribed format in the legislation (see your council’s website for the form).
- Deadline: 21 days from being told your rating (includes weekends and public holidays).
- Your appeal will be reviewed by a different officer.
Best for:
🔷Situations where you think the inspector made a mistake or was too harsh on the day.
2️⃣ Right to Reply
Use this if you accept your rating and:
✅ You want to explain the circumstances or detail any improvements made after the inspection. This gives customers and others the reasons behind your rating.
How it works:
- Send a statement to the local authority.
- No set deadline, but sooner is better.
- Your reply will be published alongside your rating on the FSA website.
Important:
- Your statement must be factual and respectful (no personal criticism or blame).
- Use this to put your side of the story on record and show what you’ve done to improve.
3️⃣ Re-rating Inspection (Requested Re-visit)
Use this if:
✅ You have made improvements and want a new inspection for a fresh rating before your next scheduled one.
How it works:
- Request a re-visit through your local authority.
- There’s usually a fee.
- You must show evidence of improvements (e.g., updated cleaning records, new procedures).
Best for:
🔷Turning around a low score after you’ve fixed the issues.
At A Glance Summary Table To Compare Options
Summary Table:
| Option | When to Use | Deadline | Fee? | Public Statement? |
|---|---|---|---|---|
| Appeal | Rating is wrong/unfair (at time) | 21 days | No | No |
| Right to Reply | Explain or add context | None | No | Yes |
| Re-rating | Improvements made, want new score | None (but act soon) | Yes | No |
Tip: You can use more than one route if needed — for example, appeal first, then submit a right to reply, or apply for a re-rating once you’ve made improvements.
References: Food Standards Agency – Appeal Guidance, Right to Reply, Re-rating Inspection
Why Use AI To Appeal An Unfair Hygiene Rating❓
Big companies have food safety experts to protect their interests. Smaller businesses often don’t — and hiring consultants or lawyers isn’t cheap. That’s the gap GIA fills. Our AI-powered assistant gives you expert-level support at no cost, helping you dispute an unfair hygiene rating without the usual barriers or expense.
Here’s how GIA works:
Meet GIA – Our Guided Inspection Appeals Assistant
*AI means artificial intelligence
GIA is our AI-powered assistant, trained specifically to help food businesses appeal unfair hygiene ratings.
Use GIA to draft a formal appeal letter for you—perfect if you’re unsure where to start or what to say. GIA walks you through every step, making the process simple and stress-free.
Not sure if an appeal is right for you? Read our post first for more guidance 👉 After an EHO Inspection.
What Does GIA Stand For❓
GIA stands for Guided Inspection Appeals. Let me explain:
✅ Guided. You will be asked a series of questions about why you want to appeal against your food hygiene rating. This is to make sure your appeal is valid – and follows the food hygiene rating appeal rules.
✅ Inspection. The appeal relates only to your recent food hygiene inspection. As GIA has been trained to know the rules around appealing an inspection score – you’ll be guided to answer some questions about why you want to appeal.
✅ Appeals. Use GIA to write an appeals letter for you. Defend your business with ease.
How To Appeal A Food Hygiene Rating With AI (Using GIA)❓
In just a few simple steps, this is how it works:
1️⃣ Answer a Few Key Questions. You’ll be asked to confirm you’ve spoken with the inspecting officer about your rating (a vital first step), then provide some information to check if you meet the appeal criteria.
2️⃣ Follow the Food Hygiene Rating Appeals Procedure. GIA will guide you through the official steps required to submit a valid appeal. Remember:
★ Don’t paste anything confidential you wouldn’t email to your council.
★ Always check the letter against your inspection report and keep it factual and free of emotions like anger.
3️⃣ Appeals Letter is Created: GIA will put together your appeals letter in a few minutes.
4️⃣ Receive Your Download. Once complete, you can download the appeals letter. Choose to send it by post or email.
5️⃣ Check Before You Send. GIA will prompt you with some important things to check – before submitting your written appeal.
⏳ It’s quick and could reverse an unfair score that may damage your business for months (or even years).
What Are The Benefits of Using AI To Appeal An Unfair Hygiene Rating❓
Using GIA as an AI-assistant to appeal an unfair hygiene rating has the following benefits:
✅ Makes appeals simple and stress-free.
✅ Saves time. GIA will do the heavy lifting for you.
✅ Gives you confidence to challenge your unfair food hygiene rating. Your food hygiene rating appeals letter will be in the right format and well-structured.
✅ Navigates complex food hygiene rating appeal rules with ease (so you don’t need to).
✅ No expensive consultant or lawyers fees. Expert assistance without the high cost.
🚀 In short, GIA can help you fight back against an unfair score without the stress, confusion, time commitment or financial cost.
Which Type Of Businesses Can Use GIA❓
GIA is perfect for:
1️⃣ Restaurants, takeaways, pubs, cafes, delis, butchers, and hotels.
2️⃣ New business owners unfamiliar with the food hygiene rating appeals procedure.
3️⃣ Busy food business managers who need a quick, structured way to submit an appeal.
What Are The Consequences Of Accepting An Unfair Hygiene Rating❓
In case you are sitting on the fence, let’s consider the consequences of not taking any action.
❌ Lost Customers – A low food hygiene rating can put off customers (people care about their health, safety and wellbeing).
❌ Damage to Reputation – Bad hygiene ratings stick and cost you £££’s.
❌ Missed Business Opportunities – Some online food delivery platforms and corporate clients require a minimum ✔️ hygiene rating to work with you.
❌ Long-Term Impact – Unless you opt for a re-inspection, you are stuck with a disappointing score (one that you may not deserve) until your next planned inspection (timings vary because inspection frequencies are risk-based).
❌ A re-inspection costs £££’s (when a disappointing rating may not be your fault).
Don't let an unfair score hold you back – Take action today with GIA
🛡️ Launch GIA — Defend Your Score
⚙️ GIA works inside ChatGPT. You’ll be prompted to log in or create a free account first.
Final Thoughts
Most small business owners work hard to maintain high food hygiene standards. But mistakes, misjudgments, or inconsistencies with food hygiene rating inspections can and do happen. And when they do, you need a quick, simple solution. Appealing your food hygiene rating using AI may be the answer and you’ll need to weigh up that decision.
But, it needs to be done fast, and correctly. Because there are a lot of rules around how to make a food hygiene rating appeal. That’s where GIA can help you by writing a strong appeals letter – without wasting time, money or missed opportunity!
If you believe your hygiene rating is wrong or unfair, take action now. Your reputation and business depend on it.
Dr Julie Rasmussen
👉 Ready To Appeal – Launch GIA Now
Don’t miss your deadline to appeal an unfair score
📣 Use your voice. Defend your business
⚙️ GIA works inside ChatGPT. You’ll be prompted to log in or create a free account first.
Frequently Asked Questions (FAQs)
At what stage can you appeal a food hygiene rating?
You can appeal as soon as you receive your food hygiene rating — but you must do so in writing within 21 days of being notified. Before making an appeal, business owners or managers should contact the local authority food safety officer to understand why the rating was given. If you still believe the rating is unfair or incorrect, you can submit your appeal in writing to your local authority.
What are valid grounds for an appeal?
You can appeal if you believe the rating is unfair and does not accurately reflect the food hygiene standards at the time of inspection or you believe the rating criteria were incorrectly applied by the officer.
Will the EHO treat me differently if I challenge my hygiene rating?
No — EHOs are required to act impartially and professionally, regardless of whether you appeal your food hygiene rating. Appealing is your legal right, and it should not affect how your business is treated in future food hygiene inspections.
If you ever feel you are being treated unfairly, you can raise your concerns through the local authority’s complaints process.
Bottom line:
Appealing your hygiene rating should not lead to negative treatment, and the law is on your side. Clear communication and professionalism on both sides help ensure a fair process.
Can I appeal after I’ve improved things?
No. If you make any improvements before you submit an appeal, your appeal with be invalid.
If you want to make improvements then use the re-rating process rather than submit an appeal.
How to appeal a hygiene rating with AI letter
To appeal a hygiene rating with an AI-generated letter, use a tool like GIA (Guided Inspection Appeals). Simply answer a few questions about your inspection and why you believe the rating is unfair or incorrect. The AI will then create a formal appeal letter that meets Food Hygiene Rating Scheme (FHRS) rules, which you can submit to your local authority within 21 days of receiving your rating. This saves time and ensures your appeal is properly structured.
When is it NOT appropriate to use the appeal procedure?
You shouldn’t use the appeal process if you accept your food hygiene rating, but have since made improvements to fix the problems found at your inspection. The appeal is not for situations where you simply want a better score after putting things right.
Instead, you should:
Request a re-inspection or re-visit, so the council can check your improvements and update your rating.
While waiting for the re-inspection, use your “right to reply” to explain to customers what you’ve done to improve — this reply will be published alongside your rating.
