Your team needs to know when they can't work with food. Sick employees in the kitchen can cause food poisoning and put your business at risk. In this article, you'll learn how to set clear rules and make sure everyone knows them.
Why this matters
A sick employee in the kitchen can make dozens of guests ill. Think about norovirus, salmonella, or hepatitis A. If this happens, you risk not only fines but also claims from sick guests and damage to your reputation.
The food safety authority requires you to take measures to prevent contamination through staff. That means: clear rules and making sure your team knows and follows them.
When employees can't work
There are situations where employees absolutely cannot work with food:
- Stomach flu or diarrhea: Until 48 hours after the last symptoms
- Vomiting: Until 48 hours after the last episode
- Fever above 38°C: Until 24 hours fever-free without medication
- Skin infections: Open wounds, boils on hands/arms
- Eye infection: With pus discharge
- Sore throat: With fever or pus
⚠️ Note:
Employees must be symptom-free for 48 hours, not have been home for 48 hours. The difference can be significant.
How you communicate this to your team
It's not enough to tell them once. You need to make sure everyone understands and remembers:
- Write it down: Create a clear list and post it in the locker room
- Discuss it regularly: At least every 3 months during team meetings
- Lead by example: Stay home yourself when you're sick too
- Make it discussable: Employees should feel comfortable saying they're sick
💡 Example message:
"Good morning, I was sick last night. According to our rules, I can't work again until I've had 48 hours without symptoms. I'll keep you updated."
This is exactly what you want to hear from your team.
Setting up a reporting system
Make sure employees know how and when to report:
- As early as possible: Preferably the evening before, at the latest 2 hours before the shift
- Direct contact: Call, don't just send a message
- Clear information: Which symptoms, since when
- Return agreement: When they'll report back as healthy
Record all reports. This shows the food safety authority that you have a system and use it.
Dealing with resistance
Not all employees will be happy with these rules. Many cooks don't want to stay home, especially during busy periods. Here are strategies to handle this:
💡 Practical example:
Your sous chef calls in sick on a busy Saturday night. He says: "I'm feeling better already, I can work."
Your response: "I appreciate that you want to help, but the rules are there for our guests' safety. Report back Monday when you've been symptom-free for 48 hours."
Stay consistent, even when it's difficult.
- Explain why: It's about the safety of guests and colleagues
- Be consistent: No exceptions, not even for yourself
- Plan ahead: Have backup staff during busy periods
- Reward honesty: Employees who honestly report being sick shouldn't face criticism
Digital recording
Keep track of all sick reports in a system. This helps with:
- Food safety inspections: You can show you have a system
- Spotting patterns: Many sick reports can point to problems
- Planning: You see which periods are risky
An app like KitchenNmbrs can help you record sick reports digitally and find them during inspections.
⚠️ Note:
Recording helps during inspections, but the responsibility to follow the rules remains with you and your team.
How do you set up a sick reporting system?
Create clear rules
Write down when employees can't work and how long they need to stay home. Post this list in the locker room and make sure everyone has a copy.
Establish a reporting procedure
Determine how and when employees should report. Provide clear contact information and times when you're available for sick reports.
Record all reports
Keep track of who reported sick when and with which symptoms. This shows you have a system and helps during food safety inspections.
Discuss regularly with your team
Repeat the rules every 3 months during team meetings. Make sure new employees are immediately informed about the sick reporting procedure.
✨ Pro tip
Create a backup plan for busy periods. Train employees in multiple roles so you're not dependent on one person for a critical position.
Calculate this yourself?
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Frequently asked questions
Do I have to pay if someone reports sick according to these rules?
Yes, you're required to pay for the first two sick days under employment law. These rules don't change your obligations as an employer.
What if an employee lies about symptoms?
You can't verify if someone is really sick, but you can be consistent with your rules. Make clear that honesty is important for everyone's safety.
Can employees work with a cold?
A common cold without fever is usually fine, but they should be extra careful with hand hygiene and not cough or sneeze over food.
How long should I keep sick reports?
Keep sick reports for at least 2 years. This is the same as other food safety records and helps with any inspections or claims.
What if someone reports sick but I need them?
Stay consistent with your rules, even when it's difficult. One sick employee can cause much more damage than a busy shift with fewer staff.
Should I ask for a doctor's note?
For short illnesses (1-2 days) this isn't necessary and often not possible. Trust your team's honesty and stay consistent with your rules.
📚 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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