Allergen information must be 100% accurate - one mistake can be life-threatening for guests. Many restaurants don't keep their allergen records up-to-date, putting them at risk of serious incidents. Here's a system to keep your allergen information always current and reliable.
Why allergen information is so critical
In the Netherlands, restaurants are legally required to provide allergen information. This isn't optional - it's EU legislation (Regulation 1169/2011). Incorrect information can lead to anaphylactic shock in guests.
⚠️ Important:
Telling a guest with an allergy "I don't know" is not legally permitted. You MUST be able to provide the information.
The 14 mandatory allergens
These allergens MUST be registered if they're in your dishes:
- Gluten (wheat, rye, barley, oats, spelt)
- Crustaceans (shrimp, lobster, crab)
- Eggs (also in mayonnaise, pasta, baked goods)
- Fish (also in fish stock, Worcestershire sauce)
- Peanuts (also in peanut oil)
- Soy (also in many Asian sauces)
- Milk (also lactose in unexpected products)
- Tree nuts (8 types: almond, hazelnut, walnut, etc.)
- Celery (also in celery salt, bouillon cubes)
- Mustard (also in mustard powder in spice blends)
- Sesame seeds (also in bread, crackers)
- Sulfites (preservative in wine, dried fruit)
- Lupin (in some bread types)
- Mollusks (mussels, squid, snails)
Build a foolproof registration system
💡 Example registration:
Dish: Caesar salad
- Lettuce: no allergens
- Parmesan: milk
- Croutons: gluten
- Anchovies: fish
- Dressing: eggs (mayonnaise base)
Final result: gluten, fish, eggs, milk
Register per ingredient
Create an "allergen card" for each ingredient you buy. Check the packaging and note ALL allergens in it. Including the hidden ones - mayonnaise contains eggs, bouillon cubes often contain celery.
Link ingredients to dishes
For each dish on your menu: list all ingredients and add up all allergens. This becomes your definitive allergen list per dish.
💡 Pro system:
Use an app to have this calculated automatically. You register allergens per ingredient, and the app automatically shows all allergens per dish.
Keep your registration up-to-date
Check with new deliveries
Suppliers sometimes change recipes. Check with each new delivery whether the allergen information on the packaging still matches what you've registered.
Update when menu changes
New dish? Different supplier? Seasonal change? Update your allergen registration immediately. Do this BEFORE you add the dish to the menu.
⚠️ Important:
Train your staff to never guess. If they're unsure about allergens, they must ask you or the chef. Better to wait 2 minutes than have a guest in the hospital.
Prevent cross-contamination
It's not just about ingredients - how you cook also determines whether allergens end up in your food. Something most kitchen managers discover too late: cross-contamination happens faster than you think, especially during busy service.
Separate workstations
Use separate cutting boards and knives for allergenic products. This is especially crucial for nuts, fish, and crustaceans.
Cooking order
Prepare allergen-free dishes first. If you work with nuts first and then make a nut-free dish, cross-contamination can occur.
Digital vs. paper registration
Many restaurants still work with Excel or paper lists. Disadvantages:
- Error-prone with manual entry
- Slow to look up during service
- Difficult to keep up-to-date
- Not accessible to your whole team
Digital registration in an app makes it easier to:
- Quickly look up allergens per dish
- Automatically make updates
- Give your whole team access
- Prevent errors through automatic calculation
💡 Example time savings:
Paper list: 2-3 minutes searching during busy service
Digital system: 10 seconds to look up on your phone
Difference: less stress, faster service, safer information
How do you build a reliable allergen system? (step by step)
Inventory all ingredients
Make a list of all ingredients you buy. Check the packaging of each product and note all allergens in it. Pay special attention to hidden allergens in sauces and ready-made products.
Link ingredients to dishes
For each dish on your menu: list all ingredients and add up all allergens. This becomes your definitive allergen list per dish. Update this immediately if you modify a dish.
Train your team and make agreements
Make sure everyone knows where the allergen information is and how to use it. Make clear agreements: always ask if in doubt, never guess. Test regularly whether everyone still knows the system.
✨ Pro tip
Audit 3 random menu items every Tuesday by physically checking ingredient labels against your records. You'll catch supplier recipe changes within 2 weeks instead of months.
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
Can I say I don't have allergen information?
No, that's not legally permitted. You MUST be able to provide allergen information if a guest asks for it. This is EU legislation that applies in the Netherlands.
How often must I update my allergen registration?
With every menu change, new supplier, or if a supplier changes their recipe. Also check with each delivery whether the information on the packaging still matches what you've registered.
What if a guest gets sick from incorrect allergen information?
Then you face liability risk. That's why a reliable registration system is so important. Document well what you do to keep track of allergens - this can help you in case of claims.
Do I have to mention allergens that 'may be present'?
Yes, you must also disclose 'may contain traces of'. This warning isn't there for nothing - for people with severe allergies, this can already be dangerous.
How do I handle seasonal ingredients with changing suppliers?
Create a new allergen card each time you switch suppliers, even for the same ingredient. Different farms or producers often use different processing methods that can introduce new allergens.
What's the safest way to handle special allergen requests during service?
Always involve the chef directly for any allergen modifications. Train servers to write down the specific allergen and table number, then have the chef personally oversee preparation of that dish.
Should I test my staff's allergen knowledge regularly?
Yes, quiz your team monthly on hidden allergens in common ingredients. Focus on tricky ones like celery in bouillon cubes or eggs in pasta - these catch even experienced servers off guard.
⚠️ 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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