Ever wondered why some restaurants get hit with hefty fines during health inspections? Most hospitality entrepreneurs don't have a proper system to record and verify allergen information from suppliers. A clear protocol prevents you from giving guests incorrect information and protects you during inspections.
Why a supplier protocol is crucial
As an entrepreneur, you're responsible for the allergen information you give to guests. Even if your supplier gave you incorrect information. A protocol helps you record and verify this properly.
⚠️ Important:
In case of an allergic reaction, you must be able to prove you took the right steps. Without a protocol, you're on your own.
Check the 14 mandatory allergens
Every product that comes in must be checked for the 14 EU-mandatory allergens:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, crab, lobster)
- Eggs (also in processed products)
- Fish (also fish sauce, Worcestershire sauce)
- Peanuts (also peanut oil)
- Soy (also soy lecithin)
- Milk (including lactose, butter, cream)
- Tree nuts (8 types: almond, hazelnut, walnut, cashew, pecan, Brazil nut, pistachio, macadamia)
- Celery (also celery salt)
- Mustard (also mustard seed)
- Sesame (also sesame oil)
- Sulfur dioxide and sulfites (>10 mg/kg, often in wine)
- Lupine (beans, often in gluten-free bread)
- Mollusks (mussels, oysters, squid)
What you need from every supplier
For each product you purchase, you need this information:
💡 Example supplier document:
Ground beef (80/20) - Supplier Jansen:
- Allergens present: None
- Possible traces: None
- Production date: 15-03-2024
- Best before: 18-03-2024
- Certificate number: NL-BIO-01-12345
- Product specification with complete ingredient list
- Allergen information per product (present + possible traces)
- Certificates (HACCP, BRC, IFS where applicable)
- Contact details for questions and complaints
- Updates whenever recipes change
Building the digital file
Save all supplier information digitally. This makes searching during inspections or complaints much faster.
💡 Example folder structure:
- Supplier A → Meat → Allergen lists 2024
- Supplier B → Vegetables → Product specifications
- Supplier C → Dairy → Certificates + Updates
Systems like food cost calculators help record this information per ingredient, so you automatically see which allergens are in each dish. But filling in the information from your supplier remains your responsibility.
Checking at delivery
Checking every delivery isn't always practical. Focus on risky products and new deliveries.
- New products: Always check completely
- Composite products: Sauces, marinades, ready-made
- Seasonal products: Recipe can change
- If you're unsure: Call your supplier directly
⚠️ Important:
Suppliers can change recipes without prominently notifying you. Regularly check if your information is still correct.
Communication with your team
Your entire team needs to know how to handle allergen questions from guests. I've seen restaurants lose EUR 200-400 per month due to poor allergen communication - either through refunds or lost customers who don't feel safe returning. Make clear agreements:
- Who answers allergen questions? (usually chef or owner)
- Where is the information? (digital system, folder, app)
- What if you're not sure? (always ask, never guess)
- How do you register special requests?
Keeping track of updates and changes
Suppliers are required to inform you about recipe changes, but it doesn't always happen. Build in your own controls:
💡 Example control routine:
- Monthly: Check 5 most used products
- With new batch: Compare label with your registration
- With complaint: Trace all ingredients used
How do you set up a supplier protocol? (step by step)
Make a list of all your suppliers and products
Write down all suppliers and which products you buy from them. Start with your 5 largest suppliers - they supply 80% of your purchases.
Request the allergen list from each supplier
Send an email to each supplier requesting product specifications and allergen information. Indicate that this is legally required.
Create a digital archive per supplier
Save all documents digitally in folders per supplier. Add dates to filenames so you always have the latest version.
Link allergen information to your recipes
For each ingredient in your recipes, check which allergens it contains. You can do this manually or with an app like KitchenNmbrs.
Make agreements about updates
Ask your suppliers to inform you immediately of recipe changes. Also include this in your purchasing terms.
✨ Pro tip
Start by documenting your 7 highest-volume ingredients within the next 2 weeks. You'll have 75% of your allergen risk covered and can build from there.
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 allergen information from every supplier?
Yes, from every supplier who delivers food products. Also from your greengrocer, butcher, and baker. They're required to provide you with this information.
What if a supplier can't provide allergen information?
Then you can't use that product in your kitchen. A supplier without allergen information is breaking the law and putting you at risk.
How often must I update the allergen information?
With every recipe change from your supplier. Ask for automatic updates. Check your most important products yourself at least once per quarter.
Can I trust the information from my supplier?
Suppliers are legally required to provide correct information, but mistakes happen. If you're unsure, always double-check or consult a second source.
Do I also need to register 'may contain traces'?
Yes, 'may contain traces' must also be registered and passed on to guests. For people with severe allergies, this can be life-threatening.
What happens during an NVWA inspection without a protocol?
The NVWA can issue a warning or fine if you can't show allergen information. In serious cases, your business can be closed.
⚠️ 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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