A good allergen protocol prevents life-threatening situations and fines. Many kitchens think a list on the wall is enough, but your team needs to know how to prevent cross-contamination and inform guests correctly. Here's how to set up a waterproof allergen protocol that your team actually uses.
Why an allergen protocol is life-saving
One misinformed guest can shut down your restaurant. Allergic reactions are no joke - they can be fatal. And EU legislation (Reg. 1169/2011) requires restaurants to provide allergen information upon request.
⚠️ Note:
A guest with a nut allergy can go into shock within minutes if there's been cross-contamination. Your team needs to know what they're doing.
The 14 EU-mandated allergens you need to know
These allergens MUST be registered in every dish:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, lobster, crab)
- Eggs (also in pasta, mayonnaise, baked goods)
- Fish (also fish sauce, Worcestershire sauce)
- Peanuts (also peanut oil, satay sauce)
- Soy (soy sauce, tofu, many Asian products)
- Milk (including lactose, butter, cream, cheese)
- Tree nuts (almond, hazelnut, walnut, cashew, pecan, Brazil nut, pistachio, macadamia)
- Celery (also celery salt, bouillon cubes)
- Mustard (also mustard seed in spices)
- Sesame seeds (also sesame oil, tahini)
- Sulfur dioxide and sulfites (>10 mg/kg, in dried fruit, wine)
- Lupine (sometimes in gluten-free flour)
- Mollusks (mussels, squid, snails)
Step 1: Create a complete allergen list per dish
Go through your entire menu and note which of the 14 allergens are in each dish. Don't forget hidden allergens in sauces, spices and semi-finished products.
💡 Example: Caesar Salad
At first glance this seems safe, but check the ingredients:
- Croutons: gluten (bread)
- Parmesan cheese: milk
- Anchovies in dressing: fish
- Worcestershire sauce: fish (often anchovies)
- Egg in dressing: eggs
Allergens: gluten, milk, fish, eggs
Step 2: Train your team in preventing cross-contamination
The biggest risk isn't in the recipes, but in the preparation. Cross-contamination happens via cutting boards, knives, frying oil and hands.
- Separate cutting boards for allergens (red for meat, green for vegetables, white for fish)
- Wash hands between different preparations
- Use clean knives after contact with allergens
- Don't share frying oil between gluten-free and regular products
- Use separate serving spoons for sauces and side dishes
💡 Practical example:
Guest asks for gluten-free pasta. Your team does this:
- Separate pot with clean water
- Clean ladle for serving
- Check sauce for gluten-containing ingredients
- Separate plate, no contact with regular pasta
This prevents gluten residue from contaminating the gluten-free pasta.
Step 3: Create clear communication between kitchen and service
Your service staff needs to know what questions to ask and how to inform the kitchen about allergies. Based on real restaurant P&L data, allergen incidents can cost establishments €15,000-50,000 in legal fees and lost revenue.
⚠️ Note:
"I don't like nuts" is different from "I'm allergic to nuts". Train your team to ask the difference and pass it on.
Create a fixed protocol:
- Service asks: "Do you have any allergies we should know about?"
- If allergy: Note on ticket in LARGE LETTERS: "ALLERGY [allergen name]"
- Kitchen confirms: Calls back "Allergy [name] understood"
- Separate tableware: Use different colored plate/cutlery for recognition
Digital registration makes it easier
An app helps register allergens per dish. You can record which allergens are in each ingredient, and the system automatically shows all allergens per recipe.
This makes it easier to inform guests correctly and prevents you from overlooking allergens in new dishes or ingredients.
What to do in case of an allergic reaction
Despite all precautions, things can go wrong. Make sure your team knows what to do:
- Call 112 immediately for severe reactions (swelling, breathing problems)
- Ask for EpiPen - many people with severe allergies carry one
- Note what the guest ate for the ambulance service
- Keep the dish for investigation by the health department
💡 Documentation is crucial:
If something goes wrong, you need to be able to prove you had a protocol and trained your team. Keep training records and allergen lists for at least 2 years.
How do you set up an allergen protocol? (step by step)
Inventory all allergens per dish
Go through your entire menu and note which of the 14 EU allergens are in each dish. Also check hidden allergens in sauces, spices and semi-finished products. Create an overview list your team can consult.
Train your team in preventing cross-contamination
Organize training on separate cutting boards, hand washing, clean knives and separate frying oil. Practice real-life situations: how do you prepare gluten-free pasta without cross-contamination? Have everyone repeat the procedure out loud.
Create clear communication between kitchen and service
Set up a fixed protocol: service asks about allergies, notes this in large letters on the ticket, kitchen confirms receipt. Use separate tableware for recognition. Train both teams in this communication until it becomes automatic.
✨ Pro tip
Test your team's allergen knowledge every 3 months with surprise spot checks during service. Call out random dishes and have them recite the allergens within 15 seconds.
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 have to list all 14 allergens on my menu?
No, you don't have to list all allergens on the menu. You're required to provide allergen information upon guest request. Many restaurants put "Ask about our allergen menu" on the menu card.
What if I'm not sure whether an allergen is in an ingredient?
Don't take the risk. Be honest with the guest that you're not sure and recommend another dish. Always check the ingredient list from your supplier or call them to be sure.
Can I be held liable if a guest gets sick?
Yes, if you can't prove you took the right measures. That's why a good protocol with documentation is so important. Keep training records and allergen registrations for at least 2 years.
How often should I update my allergen list?
With every menu change and every new ingredient. Also if your supplier changes their recipe. Check at least quarterly that all information is still correct by reviewing supplier ingredient lists again.
⚠️ 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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