If your CACFP review identifies noncompliance, start with the written findings notice. Record the due date and submission instructions, then address each finding with the correction made, evidence, and a workable procedure to prevent recurrence.
This guide focuses on review corrective action. If the notice also says serious deficiency, follow those additional instructions and read what happens after a serious-deficiency notice. If it proposes termination or disqualification, use the termination guide. A routine findings response and a formal serious-deficiency response are not interchangeable.
1. Read and track every finding
Make a separate line for each finding number. Copy the requirement cited, the issue identified, the requested correction, the evidence requested, and the due date. Ask the reviewer promptly if the request is unclear; a question does not extend a deadline.
Check any adverse-action and appeal instructions separately. Do not assume that submitting a corrective action plan changes a repayment obligation or preserves an appeal deadline.
2. Locate evidence and identify the cause
Gather the original records involved and any legitimate replacement copies. Explain what caused the gap in the workflow. “We will be more careful” does not identify a process someone can follow.
Do not create meal counts from attendance or memory, backdate signatures, or describe planned training as already completed. If evidence is unavailable, identify the gap honestly and ask how the affected records or claims should be handled.
3. Write a response for each finding
Our practical outline is:
- Finding and cause: What requirement was missed, and why?
- Correction: What has actually changed? Give the completion date; clearly identify anything still pending.
- Procedure: What steps will staff follow, and how often?
- Responsibility: Which position owns the task and which position checks it? Identify a backup.
- Evidence: Which records show the correction was implemented?
- Follow-up: How will you check that the change continues?
For example, if a finding concerns missing training documentation, the response should identify the actual training completed, attach the records, and explain how the organization will track future training. This is an illustrative structure, not a verified case or a ready-made response to your finding.
4. Submit through the required route
For Texas contracting-entity reviews, TDA’s Section 5290 calls for a CAP that documents corrections and dates, plus procedures to prevent recurrence, submitted through the TX-UNPS corrective-action document tool. Use the deadline and instructions in your notice. Sponsored centers should follow their sponsor’s submission instructions.
Save the submitted response, attachments, and confirmation. Track follow-up requests and the reviewer’s decision. Sending a plan is not the same as having it accepted.
5. Keep the correction working
Put the new procedure into daily use and check the next applicable records. Keep evidence of those checks. For training issues, use the staff training guide; for meal-count issues, use the point-of-service workflow.
Need help with review preparation or corrective action?
CACFP Solutions’ specialists can help eligible clients organize requested records and prepare responses to findings. Review the service scope and client prerequisites before choosing this support. The preparation project is for qualifying existing monthly-service clients; corrective-action assistance has a separate scope.
If you need to clarify whether support is available for your situation, book a call to discuss the notice and deadline. Bring the request or findings letter and a list of records you have. CACFP Solutions is a private team of CACFP specialists; the reviewing agency or sponsor decides whether your response is acceptable.
Still gathering files? Start with how to organize review paperwork.
Checked October 2026 · Texas administrative reviews. TDA CACFP Handbook, Section 5000 (March 2026) covers review scope, document requests, findings, and corrective action. The organization tips here are our practical recommendations.