An allergen check in your ordering process prevents dangerous situations and is mandatory in the EU. Many restaurants only ask about allergens if the guest brings it up themselves, but by then it's often too late. Here's how to build in a safe allergen check that protects every guest without slowing down your service.
Why a standard allergen check is crucial
Allergic reactions in restaurants can be life-threatening. A guest with a nut allergy who accidentally gets pistachios can go into anaphylactic shock within minutes. As a restaurant, you're legally required to provide allergen information, but more importantly: you prevent serious health risks.
⚠️ Note:
An allergen check after the fact is too late. If the food's already being prepared and it turns out it contains allergens, you have to remake the dish. That costs time, money, and frustrates the guest.
The 14 EU-mandatory allergens you need to check
According to EU regulations (Reg. 1169/2011), you must be able to identify these 14 allergens in all your dishes:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, lobster, crab)
- Eggs
- Fish
- Peanuts
- Soy
- Milk (including lactose)
- Nuts (almond, hazelnut, walnut, cashew, pecan, brazil nut, pistachio, macadamia)
- Celery
- Mustard
- Sesame seeds
- Sulfur dioxide and sulfites (>10 mg/kg or liter)
- Lupin
- Mollusks (mussels, oysters, squid)
Timing: when do you ask about allergens?
The sweet spot is right after the order, before you pass it to the kitchen. Too early (when they arrive) and guests forget. Too late (when serving) is dangerous.
💡 Example timeline:
- Guest orders: "I'll have the salmon and my partner will have the pasta carbonara"
- Right after: "Do you have any allergies or intolerances I should know about?"
- Only then: pass the order to the kitchen with allergen information
How do you ask without making it awkward?
Many servers find it uncomfortable to ask about allergens. Make it part of your standard routine, just like you ask if they want anything else to drink.
Good ways to ask:
- "Do you have any allergies I should know about?"
- "Are there any ingredients you can't eat?"
- "For the kitchen: do you have any allergies or intolerances?"
Avoid:
- "You're not allergic to anything, right?" (suggests it's unusual)
- "No weird allergies I hope?" (trivializes the issue)
- Not asking at all and hoping they'll mention it themselves
What do you do with the information?
If a guest reports an allergy, you need to do two things: check if the dish is safe and inform the kitchen.
💡 Example situation:
Guest orders Caesar salad, reports gluten allergy.
- Check: does the salad have croutons? (YES = gluten)
- Option 1: "The salad has croutons, but I can leave them off"
- Option 2: "Can I recommend a different salad without gluten?"
- Inform kitchen: "Table 7, Caesar WITHOUT croutons, gluten allergy"
Prevent cross-contamination in the kitchen
It's not enough to leave out ingredients. You also need to prevent cross-contamination. From years of working in professional kitchens, I've seen how a gluten-free dish prepared on the same cutting board as bread isn't safe for someone with celiac disease.
Kitchen protocol for allergens:
- Use a separate cutting board and knives
- Wash hands before preparing the dish
- Clean pan or grill plate
- Prepare the dish first (before other dishes with allergens)
- Serve separately (not on the same tray)
⚠️ Note:
When in doubt: offer an alternative. It's better to suggest a different dish than to risk your guest's health.
Digital support for allergen registration
Manually remembering which dishes contain which allergens is error-prone. Especially with changing menus and seasonal dishes, you lose track.
A digital system helps by automatically tracking all allergens per dish. When you add an ingredient to a recipe, the allergens are automatically updated in the dish. This way you always know exactly what's in each dish.
Training your team
An allergen check only works if your entire team does it consistently. Forgetting even once can be dangerous.
Training topics:
- Why allergens can be dangerous
- How to ask the question without making it awkward
- Which dishes contain which allergens
- What to do when in doubt (always ask the chef/owner)
- How to prevent cross-contamination
💡 Practical tip:
Create a cheat sheet for your team with the main allergens per dish. Post it in the kitchen and at the register so everyone can quickly check.
How do you implement an allergen check? (step by step)
Create an overview of all allergens per dish
Go through your entire menu and identify which of the 14 EU allergens are in each dish. Don't forget the 'hidden' allergens like gluten in soy sauce or milk in some wines.
Train your team on the standard question
Practice with your servers how to ask about allergens after each order. Make it part of the standard ordering protocol, just like you ask if they want anything else to drink.
Set up a kitchen protocol for cross-contamination
Determine how your kitchen handles allergens: separate cutting boards, clean pans, when to wash hands. Make sure everyone in the kitchen knows what to do when 'ALLERGY' appears on a ticket.
Test the system with your team
Do a trial run where team members 'play' different allergies. Check if everyone knows how to respond and if communication between servers and kitchen works well.
Keep the system up-to-date
With new dishes or changed recipes, you must immediately check which allergens they contain. Update your overviews and inform your team about changes.
✨ Pro tip
Review your 5 most popular dishes every 2 weeks to identify hidden allergens like sesame oil in marinades or wheat flour in sauces. These sneaky ingredients catch even experienced servers off guard.
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Frequently asked questions
Do I have to ask about allergens if the guest doesn't ask?
Legally, you don't have to ask proactively. But from a safety and customer service perspective, it's wise. A standard check prevents dangerous situations.
What if a guest says 'no allergies' but later has a reaction?
If you asked correctly and the guest said 'no', you've fulfilled your duty of care. Document that you asked the question, for example by noting it on the order.
How do I handle 'mild intolerances' like lactose?
Take every intolerance seriously, even if the guest says it's 'not a big deal'. Offer alternatives or ask what they can eat. Better to be cautious than regret it later.
Can I just say 'all dishes may contain traces'?
No, that's not allowed. You must be able to specifically state which allergens are in which dish. A general warning is insufficient under EU regulations.
What does it cost if I have to remake a dish because of an allergy?
On average, remaking a dish costs €8-15 in ingredients plus 10-15 minutes of extra time. With 50 guests per week with allergies you miss, you lose thousands of euros per year.
How do I prevent my team from forgetting to ask?
Make it part of your standard procedure. Just like you always ask 'anything else to drink?', also always ask 'allergies or intolerances?'. Repetition makes it automatic.
⚠️ 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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