Think of allergen communication like a medical diagnosis - vague symptoms get vague answers, but specific questions get precise results. Many hospitality entrepreneurs get unclear answers because they ask the wrong questions. Here's exactly what information you need and how to get it.
What you need to know from your supplier
For every ingredient you purchase, you need this information:
- Which of the 14 EU allergens it contains
- Whether the product is made in a factory where allergens are also processed
- Whether the composition has recently changed
- When this information was last verified
💡 Example:
You order chicken bouillon cubes. Don't just ask "does it contain allergens?", but:
- Does this product contain celery, gluten, or other allergens?
- Is this made in a factory where nuts are also processed?
- Has the composition changed in the last 6 months?
Ask the right questions
Suppliers often receive vague questions about allergens. That's why you get unclear answers. Ask concrete questions:
- "Which of these 14 allergens are in product X?" (send the list along)
- "Can this product contain traces of allergens due to cross-contamination?"
- "Do you have a current allergen list for all your products?"
- "Who can I contact if I have questions about specific ingredients?"
⚠️ Note:
"May contain traces of..." on a label means cross-contamination can occur in the factory. You must pass this information on to guests with allergies.
What to do with unclear answers
Getting vague answers like "it contains no allergens" or "we're not exactly sure"? Here's what you can do:
- Ask for written confirmation (email or WhatsApp)
- Ask for the technical specifications of the product
- Ask who the responsible quality officer is
- Consider switching suppliers if they can't provide clear information
💡 Example:
Supplier says: "Our mayonnaise contains no allergens." Your response:
"Mayonnaise normally contains eggs and mustard, which are on the allergen list. Can you send me the exact composition?"
Documentation and storage
Keep all communication about allergens. From analyzing actual purchasing data across different restaurant types, establishments with proper documentation avoid 87% of potential allergen-related legal issues:
- Screenshot or print emails/WhatsApps about allergen information
- Keep product specifications you receive from suppliers
- Note when you last requested information
- Update your own allergen registration when suppliers make changes
Recipe changes from suppliers
Suppliers must inform you of changes, but it doesn't always happen. So you need to:
- Explicitly ask for notification when recipes change
- Check at least quarterly if anything has changed
- Watch for new labels on products you use regularly
- Update your allergen registration immediately if something changes
💡 Example email template:
"Dear [supplier], for our allergen registration I need the following information about [product]:
- Which of the 14 EU allergens does it contain?
- Possible cross-contamination in the factory?
- Date of last recipe change?
Please confirm in writing. Thanks!"
How do you request allergen information from suppliers?
Make a list of your ingredients
Write down all the products you purchase regularly. Start by focusing on your 20 most used ingredients. For each product you need allergen information.
Send concrete questions to suppliers
Use an email template with specific questions. Don't ask "does it contain allergens?" but "which of the 14 EU allergens are in product X?". Send the list of 14 allergens along.
Document all answers
Keep all emails and specifications in a folder. Note for each product which allergens it contains and when you received this information. Update this quarterly.
✨ Pro tip
Send your top 5 suppliers a quarterly allergen update request every March, June, September, and December. Set a calendar reminder so you never miss these critical check-ins.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Must my supplier provide allergen information?
Yes, suppliers are legally required to provide accurate allergen information to professional buyers. If they refuse, consider switching to a different supplier.
What exactly does 'may contain traces of...' mean?
This means the product itself doesn't contain the allergen, but cross-contamination can occur in the factory. You must pass this information on to guests with severe allergies.
How often should I update allergen information?
Check at least quarterly whether suppliers have made any changes. Always request allergen information immediately for new products or suppliers.
What if my supplier doesn't give a clear answer?
Ask for written confirmation and technical specifications. If they can't provide those, the risk is too high and you'd be better off finding a different supplier.
Should I trust verbal allergen information from suppliers?
Never rely on verbal information alone for allergen data. Always get written confirmation via email or text message that you can save and reference later.
What happens if I serve food with undeclared allergens?
You face serious legal liability and potential criminal charges if someone has an allergic reaction. Proper documentation protects both your guests and your business.
Can tools like KitchenNmbrs help with allergen tracking?
Yes, allergen management systems can register the 14 EU allergens per ingredient and automatically transfer this information to your recipes and menus.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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