Every European restaurant must maintain accurate allergen documentation for all menu items. You need to identify which of the 14 EU allergens appear in each dish. Most owners tackle this dish-by-dish manually, but this approach consumes hours and creates room for costly mistakes.
First, collect all ingredients per dish
Begin with your 10 highest-volume dishes. Build a complete ingredient inventory for each:
- Primary ingredients (proteins, vegetables, grains)
- Sauces and dressings
- Garnishes and decoration
- Cooking fats, seasonings, spices
- Every component that touches the plate
💡 Example: Pasta Carbonara
- Spaghetti (contains: gluten)
- Bacon (may contain: celery in seasoning)
- Eggs (contains: eggs)
- Parmesan cheese (contains: milk)
- Black pepper (no allergens)
Allergens in this dish: gluten, eggs, milk, possibly celery
Check each ingredient against the 14 EU allergens
The EU mandates tracking these 14 allergens:
- Gluten (wheat, rye, barley, oats)
- Crustaceans (shrimp, lobster, crab)
- Eggs
- Fish
- Peanuts
- Soy
- Milk (including lactose)
- Nuts (almond, hazelnut, walnut, cashew, etc.)
- Celery
- Mustard
- Sesame seeds
- Sulfites (>10 mg/kg)
- Lupine
- Mollusks
⚠️ Watch out:
Hidden allergens lurk everywhere. Stock cubes frequently contain celery. Worcestershire sauce includes fish. Always scrutinize supplier labels - one of the most common blind spots in kitchen management is assuming familiar products are allergen-free.
Create a clear overview table
Structure your allergen data in an accessible table format. List the 14 allergens across the top, your dishes down the side:
💡 Example table layout:
Dish | Gluten | Eggs | Milk | Fish | Nuts | ...
- Pasta Carbonara: ✓ | ✓ | ✓ | - | - | ...
- Caesar Salad: ✓ | ✓ | ✓ | ✓ | - | ...
- Steak: - | - | ✓ | - | - | ...
Update with new dishes and seasons
Your allergen documentation needs constant maintenance. Update immediately when:
- You introduce a new dish
- You modify ingredients in existing recipes
- You change suppliers (formulations can differ)
- You incorporate seasonal ingredients
Block out 30 minutes monthly for allergen statement reviews. Are all dishes current? Do ingredients still match your records?
💡 Digital solution:
Using tools like KitchenNmbrs, you log allergens for each ingredient once. The system automatically builds allergen statements for every dish and menu. This eliminates manual work and reduces error risk significantly.
Communicate clearly with your team
A perfect allergen statement means nothing if your staff can't use it effectively. Ensure everyone understands:
- Where allergen information is stored
- How to quickly look up dish contents
- Proper responses to guest allergen inquiries
- That uncertainty requires "may contain traces" warnings
⚠️ Watch out:
Train staff never to guess about allergens. Uncertainty means consulting the kitchen or recommending alternative dishes. Allergic reactions can be fatal - no sale is worth that risk.
How do you create an allergen statement? (step by step)
Create ingredient lists per dish
Start with your 10 best-selling dishes. Write down ALL ingredients for each dish, including oil, spices, and garnishes. Don't forget sauces and dressings - they often contain hidden allergens.
Check each ingredient against the 14 EU allergens
Go through each ingredient against the list of 14 mandatory allergens. Check supplier labels - bouillon cubes often contain celery, sauces may contain fish. When in doubt: call your supplier.
Create a clear overview table
Place the 14 allergens horizontally, your dishes vertically. Use ✓ for present, - for absent. Post this list somewhere your team can always access it. Update immediately when changes occur.
✨ Pro tip
Focus on your 8 highest-volume dishes first rather than tackling your entire menu. This covers roughly 75% of guest allergen questions within the first week while making the project manageable.
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
Do I need to mention allergens that may be present in traces?
You're only required to report allergens you deliberately add to recipes. However, cross-contamination risks from shared equipment make "may contain traces" warnings a smart safety measure. Better safe than sorry.
Can I create the allergen statement digitally instead of on paper?
Absolutely - digital formats often work better for searching and updating. Apps automatically generate allergen lists based on your ingredient database. This prevents human error and saves considerable time during busy service periods.
What happens if I don't have an allergen statement during an inspection?
You're legally obligated to provide allergen information on demand. Missing documentation during inspections can result in warnings or fines. More seriously, if allergic reactions occur without proper safety measures, you face significant liability exposure.
⚠️ 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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