Dealing with undated packaging is like trying to navigate without a compass. You're left guessing about freshness, shelf life, and safety. These situations create both administrative headaches and genuine food safety risks.
Why is this a problem?
Missing or unreadable dates leave you blind to product shelf life. During NVWA inspections, you can't demonstrate compliance with safety standards. Even worse: you might unknowingly cook with spoiled ingredients.
⚠️ Heads up:
NEVER use products where you can't determine the shelf life. The risk of food poisoning is too high.
What can you do about missing dates?
Several options exist, depending on your specific situation:
- Reject the product: Safest choice during delivery acceptance
- Return to supplier: Request replacement with readable dating
- Contact supplier directly: Get production date and shelf life information
- Conservative estimate: Only for familiar fresh products
? Example:
You receive undated fresh basil. The supplier confirms yesterday's harvest.
- Basil: standard 5-7 day shelf life
- Harvested: yesterday
- Conservative estimate: 4 days remaining
Note: "Basil - received [date] - estimated best-before: [date + 4 days]"
Registration for missing dates
If you decide to accept the product, document everything thoroughly:
- Receipt date
- Supplier communication (who, when, details)
- Estimation basis
- Packaging photographs
- Decision rationale
? Example registration:
"Mozzarella 2kg - date illegible on packaging"
- Received: March 15, 2024
- Supplier contact: March 13 production date
- Standard shelf life: 14 days
- Best-before: March 27, 2024
Product rejection scenarios
These situations require immediate rejection - the kind of thing you only learn after closing your first month at a loss:
- Undated meat, fish or poultry
- Dairy products with unknown age
- Pre-prepared items
- Products showing quality concerns
- Deliveries from unreliable suppliers
⚠️ Heads up:
Professional suppliers ensure proper dating. Frequent issues signal the need for supplier changes.
Digital tracking systems
Digital tools like KitchenNmbrs simplify documentation of these situations. You photograph packaging, record supplier conversations, and log decisions. Everything stays organized for inspections.
? Practical:
Photograph every undated package. Even rejected products need documentation to prove proper handling.
Related articles
How do you handle packaging without a date? (step by step)
Check upon receipt
Check all packaging for readable best-before or use-by dates before you accept the delivery. Make this a standard part of your delivery inspection.
Document the problem
Take a photo of the packaging without a date. Note the product, supplier, date of receipt and what exactly is missing (no sticker, unreadable, damaged).
Contact your supplier
Call your supplier right away. Ask for the production date and standard shelf life. Note who you spoke to and what was said.
Make a decision
Only accept if you're certain about the shelf life and it's a low-risk product. When in doubt: reject and return.
Register everything
Record your decision with reasoning. If accepted: clearly note estimated best-before on packaging and in your system.
✨ Pro tip
Always photograph undated packages within 24 hours of receipt, even rejections. This creates an inspection-ready paper trail proving your commitment to food safety protocols.
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
What if the supplier doesn't know the production date?
Can I estimate dates for meat or dairy products?
How should I handle frequent dating issues from suppliers?
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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