Managing allergen information is like building a safety net - one missing piece can cause the whole system to fail. Without complete data from suppliers, you're gambling with guest safety and legal compliance. You need to know exactly what to request and how to organize it properly.
Why supplier allergen information is crucial
As a restaurant owner, you're legally required to inform guests about allergens in your dishes. But you only get that information if your suppliers provide the right data.
⚠️ Attention:
Without correct supplier information, you could misinform guests. That can lead to allergic reactions and legal problems.
The 14 EU-mandated allergens you need to check
For every product, you need to know if it contains these allergens:
- Gluten (wheat, rye, barley, oats, spelt, kamut)
- Crustaceans (shrimp, lobster, crab)
- Eggs (also in sauces and baked goods)
- Fish (also in Worcestershire sauce, fish sauce)
- Peanuts (also peanut oil)
- Soy (also soy sauce, tempeh)
- Milk (including lactose, butter, cream)
- Tree nuts (almond, hazelnut, walnut, cashew, etc.)
- Celery (also celery salt)
- Mustard (also mustard powder)
- Sesame seeds (also sesame oil)
- Sulfur dioxide and sulfites (>10 mg/kg)
- Lupin (lupin beans, lupin flour)
- Mollusks (mussels, oysters, squid)
What information you need to request exactly
For every product you purchase, ask your supplier for:
💡 Example checklist per product:
- Product specification with complete ingredient list
- Allergen declaration according to EU Regulation 1169/2011
- "May contain traces of" information (cross-contamination)
- Processing location (same factory as allergen-containing products?)
- Supplier certificates (HACCP, BRC, IFS)
How to request this information
Most professional suppliers have standard product specifications. Ask explicitly for:
- Technical specification per product
- Allergen matrix (overview of all products with allergens)
- Update procedure (how will you be notified of changes?)
- Contact person for allergen questions
💡 Practical tip:
Send a standard email to new suppliers: "For our HACCP registration, we need the complete allergen specification for each product according to EU Regulation 1169/2011. Can you provide this?"
What to do with unclear information
Sometimes you get vague answers like "gluten-free" without further specification. Then you need to ask follow-up questions:
- "Gluten-free" → Ask: below what threshold? Certified?
- "No allergens" → Ask: also no cross-contamination in the factory?
- "Natural product" → Ask: what processing aids were used?
⚠️ Attention:
When in doubt, always assume "contains allergen". Better safe than sorry.
How to store and use this information
After managing kitchen operations for nearly a decade, I've learned that organizing allergen information properly can save you from serious headaches. Your team needs to find this data quickly during service.
- Digital archive per supplier and product
- Update system that tracks supplier notifications
- Link to recipes so you automatically know which dishes contain which allergens
- Overview per dish for your service staff
Tools like KitchenNmbrs help you register allergens per ingredient, so you automatically see which allergens are in which dish. But you still need to gather and enter the information from your suppliers yourself.
💡 Example organization:
Per supplier, create a folder with:
- Allergen matrix (overview of all products)
- Product specifications per item
- Contact details for allergen specialist
- Date of last update
What if suppliers won't cooperate?
Some small suppliers don't have extensive allergen documentation. Then you have these options:
- Switch suppliers to one that provides correct information
- Go with "worst case" and list all possible allergens
- Remove the product if you can't get reliable information
Professional food service suppliers understand that allergen information is mandatory. If they won't cooperate, that's a sign they're not suitable for your kitchen.
How do you request allergen information from suppliers?
Send a standard request
Email all suppliers: "For our HACCP registration, we need the allergen specification for each product according to EU Regulation 1169/2011." Ask for product specifications and allergen matrix.
Check the provided information
Verify that all 14 EU allergens are assessed per product. Watch out for vague terms like "gluten-free" without specification. Ask follow-up questions when things are unclear.
Organize and link to recipes
Store all information digitally per supplier and product. Link the allergen info to your recipes so you automatically know which dishes contain which allergens.
✨ Pro tip
Audit your top 20 suppliers every 6 months by requesting updated allergen matrices. This catches recipe changes that suppliers sometimes forget to communicate immediately.
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 request allergen information separately for each product?
Yes, for every product you purchase, you need to know which allergens it contains. Many suppliers have an allergen matrix with all their products in one overview.
What if my supplier says a product contains no allergens?
Always ask follow-up questions about cross-contamination in the factory. "No allergens" often means "no allergens as an ingredient", but traces may still be present.
How often should I update allergen information?
Whenever the product changes. Agree with suppliers that they'll notify you of recipe changes. Check at least once a year that the information is still accurate.
Can I rely on the packaging information?
Consumer packaging is often accurate, but ask for the technical specification if in doubt. For bulk packaging, the information is sometimes limited.
What if a supplier can't provide allergen information?
Then you can't safely use the product. Find another supplier or remove the product from your menu. Better safe than sorry.
How do I handle suppliers who claim their products are "naturally allergen-free"?
Natural doesn't mean allergen-free. Ask specifically about processing equipment, shared facilities, and any additives used during production.
Should I request allergen information for single-ingredient items like whole vegetables?
Yes, even basic ingredients can have cross-contamination from washing, packaging, or transport. Fresh produce suppliers should provide facility information and washing procedures.
⚠️ 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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