Staff and self-monitoring of retail sales of alcoholic beverages
The holder of an alcohol retail trade licence must have a self-monitoring plan. The plan is a useful tool in everyday operation, as it helps to identify the risks and obligations related to the operation. The outlet must also have a sufficient number of staff to ensure that supervision and maintenance of general order can be implemented appropriately.
The self-monitoring plan ensures compliance with the legislation on retail sales of alcohol.
The holder of an alcohol retail trade licence or the licence applicant must draw up a premises-specific self-monitoring plan. The self-monitoring plan describes what kind of risks, problems or threats may be associated with the retail sales of alcoholic beverages at the outlet or in its surroundings.
In the self-monitoring plan, the rules of the premises are recorded on how
- the management and prevention of risks are implemented
- compliance with law is monitored
- the shortcomings identified are corrected.
The self-monitoring plan must be kept available to the staff and the authorities. The self-monitoring plan may also be in electronic format.
Self-monitoring is a useful tool
Self-monitoring helps to identify the special features of the premises. When you have recorded “the house rules” for the premises in the self-monitoring plan, the plan is a useful tool that guides the daily operation.
Self-monitoring provides both responsibility and an opportunity to plan and decide on measures that ensure compliance with the law.
Content of the self-monitoring plan in retail sales
It is advisable to use the ready-to-use template of the Finnish Supervisory Agency for drawing up the self-monitoring plan. The template can be found at the end of this page. The self-monitoring plan must be drawn up carefully and all information requested in the form must be recorded in it. This ensures that the self-monitoring plan is sufficient and contains all the information needed for self-monitoring.
Legislation requires that the self-monitoring plan for alcohol retail sales must contain the following information:
- details of the licence holder
- details of the place of business
- date when the self-monitoring plan was drawn up and date when it was approved by the licence holder
- information on the persons that the licence holder has appointed to be responsible for notifying changes, managing notifications and information, and submitting them to the Finnish Supervisory Agency, and for general implementation of the self-monitoring plan and compliance with it.
- how the staff’s competence is ensured
- how the records on training and competence have been organised
- how the licence holder and the persons responsible for the self-monitoring plan monitor compliance with the plan and the instructions given to the staff.
- description of the storage and storage spaces for alcoholic beverages
- description of the business concept of the retail outlet and if necessary, the focus areas and risks associated with the supervision of the concept and the location of the outlet
- description of the sales arrangements and placement of alcoholic products in the shop
- description of how alcoholic beverages are placed in the retail outlet if they are not only on the shelves or in the sections reserved for alcoholic beverages
- description of the organisation of retail and checkout and sales arrangements
- description of the duties of the person in charge and other staff, and of the number of staff
- plan for the supervision of alcohol sales and maintenance of general order
- how the sales hours of alcoholic beverages are complied with.
Remember to update your self-monitoring plan when your operation changes.
The Finnish Supervisory Agency must also be notified of any substantial changes. These changes include changes to retail sales arrangements, such as the introduction of express checkouts or a pick-up service.
Matters to be considered in the self-monitoring plan:
- Are there residential properties nearby and can retail sales cause disturbance, such as noise, to people living nearby?
- Are there places such as a daycare centre, school or sports facility nearby?
- Is the outlet located in a busy area?
- Is alcohol sold mainly in the evening?
- What other factors related to the outlet affect customers and their purchasing behaviour?
When the above-mentioned issues have been discussed, it is easier to identify the potential risks related to the premises and to consider the focus of supervision.
Consideration of staff in the self-monitoring plan
The number of staff and their tasks are recorded in the self-monitoring plan. The plan also details who are responsible for the retail sales of alcohol and who are their substitutes.
The staff must be familiar with the obligations imposed on them in the Alcohol Act and the self-monitoring plan. However, the licence holder is responsible for the competence of the staff. For this reason, the self-monitoring plan must describe how competence is ensured and how information on training and competence is recorded and stored.
The staff must be familiarised with the contents of the self-monitoring plan. The plan can be utilised when teaching new employees workplace-specific practices in retail sales of alcohol.
Staff of the retail outlet
The permit holder is responsible for ensuring that a sufficient number of staff are on shift. The retail sales premises must have a person in charge who is aged 18 years or over. The licence holder must organise the supervision of sales in such a way that the person in charge can effectively monitor the sales and intervene in it if necessary. A person aged 16 may only sell alcoholic beverages under the supervision of an adult in charge.
Contact information
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