Allergen information in catering quotes is mandatory under EU legislation and directly impacts your guests' safety. Most caterers overlook this requirement in their quotes, creating serious complications during events.
Why allergen information in catering quotes is essential
Catering often involves groups where you can't predict individual allergies. That's why you must indicate all 14 EU-mandatory allergens for each dish in your quote.
⚠️ Note:
If someone suffers an allergic reaction and you haven't provided accurate information, you face legal liability. So always ensure you provide complete and precise allergen details.
The 14 mandatory allergens for catering
You must identify these allergens for every dish:
- Gluten (wheat, rye, barley, oats, spelt)
- Crustaceans (shrimp, lobster, crab)
- Eggs (also in sauces and baked goods)
- Fish (also fish stock)
- Peanuts (also peanut oil)
- Soy (soy sauce, tempeh)
- Milk (including lactose, butter, cheese)
- Tree nuts (almond, hazelnut, walnut, etc.)
- Celery (also celery salt)
- Mustard (also mustard seed)
- Sesame seeds (also sesame oil)
- Sulfites (preservative in wine, dried fruit)
- Lupin (in some bread types)
- Mollusks (mussels, squid, snails)
How to present allergen information in your quote
Several methods exist for displaying allergen information clearly in catering quotes:
💡 Example quote layout:
Main course: Grilled salmon with herb butter
Price: €18.50 per person
Contains allergens: Fish (salmon), Milk (butter), possibly Gluten (herb mix)
Suitable for: Gluten-free available on request
Digital tools for allergen registration
Manual allergen tracking per dish creates errors and wastes time. After managing kitchen operations for nearly a decade, I've seen how digital systems transform this process.
Apps like KitchenNmbrs automatically record all allergens per recipe. This enables quick, accurate quote creation with complete allergen information.
💡 Example workflow:
- Create recipe in app
- Add ingredients (allergens are automatically detected)
- Generate quote with allergen information
- Recipe updates automatically refresh allergen information
Communication with the customer about allergens
Ensure your customer grasps the importance of allergen information. Always ask explicitly about guest allergies.
⚠️ Note:
Inquire about specific allergies at least 48 hours before the event. Some modifications require time and can impact your purchasing and preparation schedule.
Preventing cross-contamination in catering
Catering presents additional cross-contamination risks since you're preparing large quantities in shared kitchen spaces.
- Use separate cutting boards for allergenic ingredients
- Wash hands between preparing different dishes
- Label containers clearly
- Prepare allergen-free dishes first
- Use separate serving dishes for transport
💡 Example planning:
Buffet for 50 people, of which 3 gluten-free:
- Prepare the gluten-free dishes first
- Use separate containers for transport
- Label all trays clearly
- Place gluten-free dishes separately on the buffet
- Provide separate serving spoons
How do you process allergen information in a catering quote? (step by step)
Inventory all allergens per dish
Go through your menu and note which of the 14 EU allergens are in each dish. Don't forget hidden allergens, such as eggs in mayonnaise or milk in bread.
Create a clear allergen matrix
Put all dishes in an overview with the allergens listed next to them. You can do this in Excel or in an app like KitchenNmbrs that automatically tracks this per recipe.
Add allergen information to your quote template
Make sure every quote includes allergen information by default. Specify which allergens are in each dish and what alternatives are available.
Explicitly ask the customer about allergies
Send a list to your customer at least 48 hours before the event to ask about specific allergies. This way you can still make adjustments if needed.
Document everything for during the event
Make sure your team on-site knows which dishes contain which allergens. Print out an overview or make sure everyone has access to the information on their phone.
✨ Pro tip
Double-check allergen information with suppliers within 72 hours of each event, as ingredient formulations can change without notice. This simple verification step prevents 90% of allergen-related incidents.
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 allergen information in every catering quote?
Yes, you're legally required to provide allergen information. Including this as standard in your quote ensures customers know expectations beforehand and protects your business.
What if I don't know all the ingredients from a supplier?
Always request ingredient lists from suppliers. If you're uncertain, mention 'may contain traces of' for relevant allergens. This approach prioritizes safety over assumptions.
Can I charge extra for allergen-free alternatives?
Yes, if allergen-free ingredients cost more, you can pass this on to customers. Be transparent about surcharges in your quote and explain the reasoning behind additional costs.
How should I handle last-minute allergy notifications?
Create a 24-hour cutoff policy for allergy requests in your contracts. Last-minute changes often require ingredient substitutions that aren't always possible with existing prep schedules.
⚠️ 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.
Allergen registration that's truly compliant
EU legislation requires allergen documentation for every dish. KitchenNmbrs automatically generates allergen matrices based on your ingredients. Try it free for 14 days.
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